Clerical Assistant

General Function

Performs a variety of basic clerical tasks related to up-dating and maintaining departmental records and files

Characteristic Duties and Responsibilities—Essential Functions

  • Maintains files and records so they are orderly and easy to locate; pulls and refiles individuals records as needed; determines proper location for unfiled material.
  • Enters any new or corrected information to hard copy or computer files and records; creates and labels new files as needed; processes forms and/or financial documents.
  • Provides information to students, faculty, staff, or guest/outside vendors either in person, by mail, or by phone.
  • Performs various clerical services which may include answering phones, greeting visitors, typing, or copying.
  • Opens, sorts, and distributes correspondence including requisitions and invoices.
  • May locate and tag University property; may deliver and retrieve material from other departments. 

Reporting Relationships

Direction Received: Reports to Administrative Assistant, Administrative Specialist, Associate Director, or Medical Technologist

Direction Given: No responsibility for directing the work of others

Minimum Requirements

Requires a high school diploma or GED and six months of office experience, or an equivalent combination of education and experience

Knowledge, Skills, Abilities, and Worker Characteristics

  • Knowledge of standard office procedures and equipment
  • Knowledge of departmental procedures
  • Basic knowledge of computers and office applications

Working Conditions

May have periodic assignments which entail dealing with modestly unpleasant situations

Please note: The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular positions. Employees may be requested to perform job-related tasks other than those specifically presented in this description. For jobs occupied by more than one employee, the identification of non-essential functions shall be determined from the individual’s position description.

Functional Title

Clerical Assistant

Job Code


Classification Series

Clerical Assistant






Non exempt

Last Updated

September 2013