Senior Office Clerk

The Senior Office Clerk is responsible for providing advanced administrative and clerical support to ensure the efficient operation of the office. The role oversees document management, record keeping, correspondence, office coordination, and administrative processes while supporting departmental activities. The Senior Office Clerk also assists in supervising junior clerical staff, maintaining office systems, and ensuring compliance with organizational policies and procedures.

Key Responsibilities

• Perform advanced administrative and clerical duties to support daily office operations.
• Prepare, review, and process correspondence, reports, forms, and other official documents.
• Maintain organized filing systems, both electronic and physical, ensuring the security and confidentiality of records.
• Coordinate office schedules, meetings, appointments, and travel arrangements for management.
• Receive, screen, and direct visitors, telephone calls, emails, and official correspondence.
• Monitor office supplies and coordinate procurement to ensure uninterrupted office operations.
• Assist in preparing departmental reports, presentations, and meeting minutes.
• Maintain accurate records and databases, ensuring timely updates and data integrity.
• Support budgeting and expense tracking for administrative activities.
• Supervise and provide guidance to junior office clerks and administrative assistants.
• Ensure compliance with office procedures, organizational policies, and administrative standards.
• Coordinate document distribution and records management across departments.
• Assist with organizing corporate events, workshops, and internal meetings.
• Identify opportunities to improve administrative processes and office efficiency.
• Perform other administrative duties assigned by management.

Qualifications

• Master's degree in Business Administration, Public Administration, Office Management, Business Management, or a related field.
• Professional certification in Office Administration, Records Management, or Administrative Management is an added advantage.

Experience

• Minimum of 5–8 years of progressive experience in office administration, clerical services, or administrative support.
• Previous experience supervising clerical or administrative staff is preferred.

Knowledge & Skills

• Strong knowledge of office administration and records management practices.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using office management systems and document management software.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks and prioritize work effectively.
• Excellent interpersonal and customer service skills.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Problem-solving and decision-making abilities.

Key Competencies

• Office Administration
• Records Management
• Organizational Skills
• Communication
• Time Management
• Teamwork and Collaboration
• Attention to Detail
• Customer Service
• Problem Solving
• Integrity and Confidentiality

Key Performance Indicators (KPIs)

• Timeliness and accuracy of administrative support.
• Quality and organization of office records and documentation.
• Compliance with office procedures and administrative policies.
• Efficiency in handling correspondence and document processing.
• Timely coordination of meetings and administrative activities.
• Office supply availability and cost control.
• Employee and management satisfaction with administrative support.
• Improvement in office efficiency and workflow processes.
• Accuracy of reports, filing systems, and record management.