How to Be Operations Clerk - Job Description, Skills, and Interview Questions

Jul 30, 2020 / 4 Minutes Read / By Albert

How to Become

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The Operations Clerk is an important role in any business. By managing the day-to-day operations, they ensure that tasks run smoothly and efficiently. This in turn leads to increased productivity and profitability, as well as a better workplace environment.

The Operations Clerk is responsible for the organizing and coordinating of resources, scheduling, and monitoring of activities. They also assist in the development of strategies and processes that can help the business reach its goals. By having a well-trained Operations Clerk, businesses can expect fewer errors, better customer service, and improved cost management.

Steps How to Become

Obtain a high school diploma or equivalent. Most employers prefer to hire operations clerks who have at least a high school diploma. Consider taking classes in business or mathematics to improve your chances of landing the job.
Develop computer skills. Operations clerks use computers to complete many tasks and must be proficient with various office software, such as Microsoft Excel and Word. Consider taking a course or attending a workshop to sharpen your skills.
Gain experience in customer service roles. Employers often prefer to hire operations clerks who have experience dealing with customers and can handle customer inquiries and complaints in a professional manner. Consider taking on customer service roles on a part-time basis to gain experience.
Search for job openings. Look for job postings online, in the newspaper, and in job recruitment agencies. Make sure to tailor your resume and cover letter to each job you apply for.
Prepare for the job interview. Make sure you research the company and its operations before the interview. During the interview, emphasize your customer service experience, communication skills, and computer proficiency.
Apply for the position of operations clerk. If you are successful in the job interview, you will be offered the position of operations clerk. You will be expected to maintain records and help with customer service tasks.

The success of an Operations Clerk is heavily dependent on their reliability and qualifications. Reliability is key in this role, as the Operations Clerk is responsible for ensuring the smooth running of daily operations, and the timely completion of tasks. Qualifications are also essential, as they demonstrate the necessary knowledge and skills to effectively carry out the duties of the job.

Having reliable and qualified personnel managing operations can reduce potential risks, increase efficiency, and improve customer satisfaction. these qualities can help an organization achieve its goals more quickly and effectively.

You may want to check Operations Supervisor, Logistics Operations Manager, and Operations Research Analyst for alternative.

Job Description

Receive, process, and verify incoming orders to ensure accuracy.
Enter customer orders into the computer system and update order status.
Maintain records of orders, shipments, invoices, and other transactions.
Monitor inventory levels and order supplies when needed.
Prepare packing slips and shipping labels.
Schedule and track shipments with carriers.
Contact customers to provide order status updates and answer inquiries.
Assist with resolving customer complaints and discrepancies.
Prepare standard and ad hoc reports as needed.
Cross-check data against invoices and delivery documents to ensure accuracy.

Skills and Competencies to Have

Excellent written and verbal communication skills.
Knowledge of basic accounting principles.
Ability to accurately compile and analyze data.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to multi-task and prioritize work efficiently.
Excellent organizational skills and attention to detail.
Knowledge of basic office procedures and techniques.
Good customer service skills.
Ability to work independently and in a team environment.
Knowledge of basic filing procedures.

Organizational skills are the most important skill for an Operations Clerk to have. Without the ability to stay organized, operations clerks will quickly become overwhelmed and unable to manage the numerous tasks that they are responsible for. Good organizational skills will help operations clerks prioritize tasks, stay on top of deadlines, and properly manage the data and files they are responsible for.

having good organizational skills will help operations clerks communicate effectively with other departments, pass on information quickly and accurately, and ensure that all tasks are carried out in a timely manner. having strong organizational skills is essential for operations clerks to be successful in their roles, as it allows them to efficiently manage the everyday operations of their organizations.

Operations Support Specialist, Operations Research Manager, and Process Operations Manager are related jobs you may like.

Frequent Interview Questions

What experience do you have in operations clerical work?
How well do you work with a team?
Are you comfortable multitasking?
How well do you handle customer service?
What do you know about handling customer complaints?
How comfortable are you working with computers and software?
What knowledge do you have of data entry procedures?
Describe your experience with filing and record keeping.
Are you familiar with any accounting software?
What strategies do you use for organizing and prioritizing tasks?

Common Tools in Industry

Computer. Used to store, process and analyze data (e. g. Microsoft Office Suite)
Filing Cabinet. Used to store physical documents (e. g. metal filing cabinet)
Calculator. Used to quickly and accurately perform calculations (e. g. TI-83 Plus calculator)
Telephone. Used to communicate with other people (e. g. office landline phone)
Scanner. Used to digitize physical documents (e. g. Fujitsu ScanSnap scanner)
Printer. Used to output digital documents (e. g. HP LaserJet Printer)
Copier. Used to make copies of documents (e. g. Canon Copy Machine)
Shredder. Used to safely dispose of sensitive information (e. g. Swingline Cross-Cut Shredder)

Professional Organizations to Know

American Payroll Association
Institute of Finance and Management
Association for Financial Professionals
National Association of Credit Management
National Association of Tax Professionals
Institute of Certified Professional Managers
American Accounting Association
International Association of Bookkeepers
Professional Risk Managers International Association
National Association of Professional Organizers

We also have Supply Chain Operations Manager, Operations Engineer, and Global Operations Manager jobs reports.

Common Important Terms

Accounts Payable. The process of managing and tracking payments made to suppliers, contractors, and other vendors.
Accounts Receivable. The process of managing and tracking payments received from customers and other debtors.
Budgeting. The process of creating a financial plan for an organization or individual, typically for a period of one year or more.
Invoicing. The process of generating and sending invoices to customers for goods or services provided.
Payroll. The process of processing employee salaries, wages, bonuses, and deductions.
Reconciliation. The process of comparing two sets of records to ensure accuracy and completeness.
Data Entry. The process of entering data into a computer system or database.
Financial Reporting. The process of creating and disseminating financial statements, such as income statements and balance sheets.

Frequently Asked Questions

Q1: What is an Operations Clerk? A1: An Operations Clerk is a professional who assists with various administrative and operational duties such as filing paperwork, processing orders, and providing customer service. Q2: What skills are needed for an Operations Clerk? A2: Skills required for an Operations Clerk include organizational skills, attention to detail, problem solving, customer service, and communication. Q3: How much does an Operations Clerk make? A3: The average salary for an Operations Clerk is $35,000 per year. Q4: What are the duties of an Operations Clerk? A4: The duties of an Operations Clerk include maintaining records and filing documents, processing orders, handling customer inquiries and complaints, and providing administrative support. Q5: What is the job outlook for an Operations Clerk? A5: The job outlook for an Operations Clerk is expected to grow by 4% over the next 10 years.