Administrative Clerks
Administrative clerks compile, verify, record and process forms and documents, such as applications, licences, permits, contracts, registrations and requisitions, in accordance with established procedures, guidelines and schedules.
 
Document Processing and Related Activites
Reading
Read short notes from co-workers, e.g. read notes from supervisors to learn the timelines for entering information, such as registrations. (Complexity: 1)
Read short text entries on forms, e.g. read short comments on requisition forms to learn how to authorize purchases. (Complexity: 1)
Document Use
Locate data in lists, e.g. scan contact lists to find names, addresses and telephone numbers. (Complexity: 1)
Locate data, such as names, dates, codes and dollar values, on files, labels and tags. (Complexity: 1)
Enter data into a variety of forms, e.g. enter data, such as names, addresses, dates, codes and account numbers, into application forms. (Complexity: 2)
Locate information in a variety of forms, e.g. use weight tables to determine shipping costs and schedules to determine the times and locations of upcoming events. (Complexity: 2)
May interpret graphs, e.g. workers with educational institutions scan graphs to locate information about enrolments and completed registrations. (Complexity: 2)
May complete complex forms, e.g. workers with shipping firms complete free-trade certificates by entering data, such as names and addresses of producers and importers, identification numbers, classification numbers and preference criteria. (Complexity: 3)
Writing
Write comments in the remarks sections of forms, e.g. workers employed in the medical field write comments about presenting symptoms on patient intake forms. (Complexity: 1)
Thinking
Assess the legibility, accuracy and completeness of completed forms. They compare the information presented in forms to requirements to identify potential errors and information gaps. (Complexity: 2)
Decide order of tasks and their priorities, e.g. decide the order in which to complete tasks by considering deadlines and priorities. (Complexity: 2)
Evaluate expense claims and invoices. They compare fees and costs to industry standards and price lists to identify potentially incorrect and fraudulent charges. (Complexity: 2)
May evaluate the suitability of administrative procedures. They consider a number of factors including speed of service and common bottlenecks. (Complexity: 2)
Numeracy - Money Math
May calculate discounts, taxes and currency exchanges. (Complexity: 2)
May calculate and verify invoice and receipt amounts. They calculate amounts for goods and services, determine discounts and surcharges, and add federal and provincial sales taxes. (Complexity: 3)
Numeracy - Measurement and Calculation Math
May count and sum totals, e.g. tally supplies to establish inventory counts. (Complexity: 1)
Numeracy - Data Analysis
May calculate summary averages, e.g. calculate the average number of permits processed per week and month. (Complexity: 2)
 
General Administrative Activities
Reading
Read a variety of instructions and procedures, e.g. read sequenced instructions to learn how to process licenses and permit applications. (Complexity: 2)
Read brochures, information releases and newsletters, e.g. read brochures to be able to refer customers to appropriate resources and newsletters to learn about changes to programs. (Complexity: 2)
Read memos and bulletins, e.g. read internal memos to learn about changes to operating procedures. (Complexity: 2)
Read a variety of policy and procedure manuals, e.g. read policy manuals to learn about hours of work, dress code and grievance procedures. (Complexity: 3)
Read journals, magazines, books and any other reference materials that are relevant to their jobs, e.g. workers employed with medical clinics may read reference materials to learn the definitions of medical terms. (Complexity: 3)
Oral Communication
Talk to suppliers, e.g. talk to suppliers about the availability of products and their costs. (Complexity: 1)
Exchange information with co-workers, e.g. speak with co-workers about changes to how office supplies are ordered. (Complexity: 2)
May provide detailed instructions and explanations, e.g. explain detailed processes about administrative tasks to new employees. (Complexity: 3)
Writing
Write reminders and short notes to co-workers, e.g. write short notes to co-workers to remind them about upcoming meetings and report submission deadlines. (Complexity: 1)
May write email and short letters, e.g. write email to suppliers to inquire about products and shipping information. (Complexity: 2)
May write detailed letters and memos, e.g. write internal memos to provide co-workers with detailed instructions on how to complete claim forms or details of new office procedures. (Complexity: 3)
Thinking
May decide what purchases, such as office supplies, are required. (Complexity: 1)
May select suppliers, e.g. decide which suppliers to use for the purchase of supplies, such as forms and paper. (Complexity: 2)
Numeracy - Measurement and Calculation Math
May measure dimensions and weights using basic measuring tools, e.g. weigh outgoing mail using electronic scales. (Complexity: 1)
Numeracy - Data Analysis
May compare operating statistics to targets, e.g. compare the number of registrants to expected registrations to determine occupancy rates. (Complexity: 1)
Numeracy - Numerical Estimation
Estimate times to carry out job tasks using past experiences as guides, e.g. estimate the time needed to complete procedures, serve customers and process documents, such as permits and application forms. (Complexity: 1)
May estimate levels of inventory. (Complexity: 1)
 
Use of Technology, Tools and Equipment
Reading
May read computer manuals, e.g. read manuals to learn how to batch files and produce reports using online registration systems. (Complexity: 3)
Digital Technology - Word Processing
May use word processing programs to enter data into forms and write letters and memos. (Complexity: 2)
Digital Technology - Spreadsheets
May use spreadsheets to track registrations, times and expenditures. (Complexity: 2)
Digital Technology - Databases
May use databases to enter and retrieve data, such as registrations, sales and costs. (Complexity: 1)
May use contact management software to schedule appointments, generate automated reminders and produce mailing lists. (Complexity: 2)
May use specialized database software to complete and electronically submit claim forms, registrations and applications. (Complexity: 2)
Digital Technology - Communication Software
May use intranets and email applications to exchange information and documents with co-workers, customers, suppliers and government agencies. (Complexity: 2)
Digital Technology - Bookkeeping, Billing and Accounting Software
May use bookkeeping, billing and accounting software to record financial transactions. (Complexity: 1)
May use bookkeeping, billing and accounting software to generate monthly financial statements, such as balance sheets and income and expense statements. (Complexity: 3)
Digital Technology - Internet
May use browsers and search engines to locate product information from suppliers, such as costs and specifications. (Complexity: 2)
May use browsers to access forms and guidelines on government websites. (Complexity: 2)
May use specialized Internet applications to send medical records, x-rays and referral information to insurers and medical practitioners. (Complexity: 2)
May use the Internet to access training courses and seminars offered by suppliers, employers and trainers. (Complexity: 2)
Digital Technology - Other Digital Technology
May operate point-of-sale equipment, such as electronic cash registers, bar scanners and touch- screens to complete tasks, such as registrations and financial transactions, e.g. use bar scanners to complete course registration processes. (Complexity: 1)
Use calculators and personal digital assistant (PDA) devices to complete numeracy-related tasks, such as summing figures and calculating interest charges. (Complexity: 1)
Use office equipment, such as printers, scanners, fax machines, copiers, binding machines and postage meters, to perform a variety of clerical tasks. (Complexity: 1)
Computer Skills - Graphics Software
May use graphics software to create slide presentations with imported images. (Complexity: 2)
 
Customer Service
Oral Communication
Leave and listen to messages, e.g. leave voicemail messages with customers to remind them of upcoming appointments. (Complexity: 1)
May provide information to customers, registrants and patients, e.g. explain course registration processes to students applying for courses at colleges and universities. (Complexity: 2)
Participate in staff meetings to discuss problems and new policies and to exchange opinions on current procedures. (Complexity: 2)
May speak with dissatisfied customers, e.g. speak with and attempt to satisfy customers who are unhappy with long wait times or billing errors. (Complexity: 3)
Numeracy - Money Math
May handle cash, credit card and debit card transactions and provide change. (Complexity: 1)
Numeracy - Scheduling, Budgeting and Accounting Math
May record payables and receivables against various accounts in general ledgers. (Complexity: 1)
May review payables and receivables for accuracy. (Complexity: 1)
May monitor budgets, e.g. compare purchases of office supplies to office supply budgets and adjust spending as required. (Complexity: 2)