Why this matters:
Data management software is an essential tool in the modern workplace. Candidates should be able to reference the most commonly used software and demonstrate past experience with it, as well as understanding the function each software plays and how they complement each other in streamlining workflow.
What to listen for:
- Accurately identifying most common software products
- Evaluation of pros and cons of each software product
- Reference to particular preferences or comfort levels with various products
Why this matters:
Bookkeeping — making sure all accounts are settled and every penny accounted for — is a task often delegated to office clerks. As rote as it may seem, it’s still an indispensable function. An ideal candidate will show the rigorous skill and attention to detail necessary to keep and maintain accurate records: traits which also serve them in other capacities.
What to listen for:
- Meticulousness and dedication to keeping accurate accounts
- Familiarity with common bookkeeping software
- Willingness to learn new technologies and firm practices
Why this matters:
Modern offices use a variety of machines in addition to computer software, such as the three-in-one business machine. Particularly savvy users go beyond the obvious functions to explore all aspects of the machine. Used properly, these machines streamline workflow and lighten the burden on the entire office staff.
What to listen for:
- Ability to identify common machinery and its uses
- Quickly developed aptitude in using unfamiliar technology
- Making best use of technology to streamline workflow
Why this matters:
Especially in a large or growing team, training and onboarding are key tasks for support staff. This may mean training additional support staff or helping new employees understand firm procedures. A candidate should feel prepared to do this both with minor tasks they can easily delegate and with larger projects requiring more support.
What to listen for:
- Strong tutelary skills and personal warmth
- Willingness to work closely with new staff
- Enthusiasm to teach and expand firm culture
Why this matters:
Office clerks have to take care of many responsibilities at a time, often working on different projects and on multiple levels within a single project. At all times they must be able to ensure that their work meets a high standard. A candidate should show that they are aware of this challenge and have the resources to meet it.
What to listen for:
- Sustainable method for handling multiple projects
- Ability to set priorities without neglecting minor responsibilities
- Willingness to ask for help when needed
Why this matters:
The old ways may be best, but they’re not always sustainable, especially in an evolving industry and a highly demanding market. Thankfully, tools now exist that allow employees to think laterally in structuring their work. Candidates should be able to go beyond their rote duties and develop ways of optimizing their workflow.
What to listen for:
- In-depth explanation of method and how it worked
- Suggestions for applying method to further work
- Incorporating technology to improve workflow
Why this matters:
As support staff, the office clerk’s personal capacity to maintain order and discipline has implications for all functions within the office. Any candidate can call themselves organized in their resume, but outlining a specific method of organization forces candidates to support their self-description with evidence.
What to listen for:
- Explanation and a strong plan for putting methods into practice
- Discussion of the success of organization methods
- Candor in acknowledging cases when an organizational method failed
Why this matters:
Office clerks are responsible for organization, and in many cases need to make up the difference with less organized members of a team. Ensuring that the team as a whole keeps up to date on its tasks and responsibilities is essential to an office clerk’s work as part of the support staff, and demonstrates their own organizational skills.
What to listen for:
- Strategy for ensuring organization across team
- Accountability for oversights or missed deadlines
- Strong communications skills
Why this matters:
Speaking generally, a candidate should be able to point to lessons learned from prior roles — not only in terms of skills, but also professional demeanor and general workflow strategies — and explain how they intend to put them into practice going forward. An ideal candidate sees learning opportunities everywhere.
What to listen for:
- Anecdotes demonstrating personal growth
- Unexpected takeaways going beyond the obvious
- Ability to impart lessons to colleagues for team’s benefit
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