It is often the best feeling when you receive a call or an email on an interview posting. Kudos!
Office clerk is an exciting job; you’ll do a bit of everything. Your position will require you to answer phone calls, type documents, and file records.
Pretty much, the role requires you to perform general office tasks. Sounds interesting, right? I bet you want to ace the interview. Let’s have a look at some questions you’ll tackle in the interview.
1. Why Are You Interested In This Role?
This is likely to be the first question the interviewer asks once you settle in. The question helps the employer assess who the candidate is.
Your answer should persuade the interviewer that you are the right candidate.
I’m interested in this role as it revolves around my most significant asset: active listening. My position requires me to answer phone calls, and my active listening skills often come in handy.
My previous employer was happy with my active listening skills. Seeing people satisfied with my work is immensely satisfying.
I understand that my role is all about working closely with people. My experience and skills will undoubtedly be of use to you.
2. What Are The Roles Of An Office Clerk?
This is a common question most interviewers tend to ask. It helps assess if your experience correlates with your responsibilities.
The employer will feel more confident hiring a candidate who has done similar tasks. While answering the question, remember the responsibilities listed on the resume.
During my position as an office clerk, I have had the chance to complete a couple of tasks. I understand that my role requires me to answer phone calls or redirect them.
As an office clerk, I’ll also sort and distribute incoming and outgoing mail. I’ll also ensure that all the files remain updated and easy to access.
3. What Are The Qualities That An Office Clerk Need To Be Successful?
The interviewer may ask this question to assess what makes you unique. Use the chance to highlight a quality that has helped you be successful in the position.
It will also be of help if you include a real-life example.
Having proven knowledge of in-office devices and MS Office can boost the success of an office clerk. What I believe can help an office clerk have a successful career is excellent active listening skills.
I was still an amateur when I was working with company X. I’d engage with many people. I chose to take up a communication skills course to help me know how to relate with people.
This was when I learned about active listening. I incorporated this new skill, and I noticed most clients would commend me on how good I’m at my job.
4. What Major Challenges Did You Face During Your Last Role? How Did You Manage Them?
The interviewer may ask this question as it helps them assess how you handle challenges. Take this opportunity and show them that you are always willing to learn from your challenges.
Give out an experience you had to help present your answer.
As an office clerk, having excellent multitasking skills is a plus. One major challenge I have faced is the discipline of performing multiple tasks.
I learned the secret of multitasking is prioritization. So what I do is break down each task and set them into a prioritization sequence.
Doing this has helped me manage this challenge. As of now, I can efficiently perform various tasks without compromising anything.
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5. Describe Your Daily Routine As An Office Clerk?
While answering the question, avoid including details such as going for lunch. It is best if you talk about the tasks you’ll do in the job.
You could check the job description as it will guide you on what you’ll do daily.
Once I clock in the office, I’ll first start checking if there are any emails or calls that I need to address. Doing this will guide me on what I should prioritize.
If there are any messages I need to deliver, I’ll do this first. At the same time, waiting for a call or delegation from my employer. I’ll take the chance to check if all the files are up-to-date.
Later I’ll issue out invoices and perform bookkeeping tasks. If there is a meeting, I’ll make sure I remind my colleagues about it and check my minutes beforehand.
I understand my role requires me to take the minutes, and I’ll do so while the meeting goes on. If there are no meetings, I’ll check my calendar to see if any conferences are coming up.
By doing this, I’ll check to see if I need to book any venues for the meeting. This is a typical day I’ll have working as an office clerk.
6. Describe Briefly About Your Experience?
This is another common question most interviewers ask. It helps the interviewer see if the candidate has the experience that will be of benefit to the company.
I have five years’ experience as an office clerk. I have had the chance to work with two notable companies. During the five years, I have picked up skills such; as outstanding communication and organizational skills.
As an office clerk, I’ll engage with many people. Also, my role requires me to sort out files and records. My skills have helped the companies I have worked for, and I look forward to implementing them here.
7. What Kind Of Strategies And Mindset Are Required For This Role?
This is a question that can help you outshine the other candidates. Think of a mindset and strategy that has helped in your role.
A good office clerk can help boost office operation. A strategy that I use to help maintain office operation has excellent organization skills.
Keeping every file and record in order and making it accessible helps everything run smoothly.
Do not take it personally; this is my mantra and the mindset I often use. With my job, I talk to many people. Some have their frustrations, and some of them may let it out on me.
I hardly take it personally. What I often do is try and see how I can help them to lessen their frustration.
8. What Is The Biggest Challenge You Foresee In This Job?
It can be challenging when the interviewer asks you to identify a challenge in your role. And to some, it may seem like a trap. On the contrary, this question helps you showcase your abilities.
A challenge I foresee in my role is relating with difficult clients. Every individual has a unique personality. And I understand that there will come a time when I’ll have to help out a difficult client.
It takes a lot of patience and self-control while dealing with such a client. I took the initiative to take up communication courses. There is a course that guides us on how to handle such clients.
Practicing active listening and remaining calm while talking to them professionally will help.
9. How Do You Stay Motivated At Work?
Money is not the best answer to give out while answering this question. Make sure that your motivation aligns with your role.
I love talking to people. My role allows me to do so. What motivates me the most is when the people I’ve helped appreciate my work.
It is often fulfilling when a client walks out of the office smiling because of my service. Having a satisfied client motivates me to work harder.
10. Describe A Time You Failed In This Role And The Lesson You Learnt?
Most experience failure once in a while. The interviewer understands this. The reason they may ask this question is to assess if you take accountability for your mistakes.
Also, it will help them assess if you allow yourself to learn from your mistakes.
While I was working at company X, I had an incident that almost made me get fired. There is a client that walked in who was frustrated with the service our company had offered.
Sadly, I was the one who received most of the blows as he was letting out his frustrations on me. I allowed my emotions to get the best of me, and I lashed out.
My boss heard the commotion and came to the reception. The client highlighted that I was not a great office clerk as I lashed out at him.
My boss took him to his office, and they talked over the case, and he helped him out. Later that day, he called me in his office and told me that I was on probihitation as I did not act professionally.
I did not want the case to happen again, so I chose to take up communication courses. I learned that being calm and actively listening to difficult clients helps them ease up.
11. Why Do You Feel You Most Suited For This Role?
The interviewer may ask this question to assess what makes you stand out from the rest.
I have all the skills you’ve listed in your requirements. I’d be a superstar in this role. It’s not just my experience and the skills that have helped me become a great office clerk.
But my passion for this industry and my drive to deliver quality work have contributed to my success.
12. Share With Us Your Greatest Achievement
The interviewer may ask this question to assess what you have done in your career that will be of value to them.
While I was working with Company Y, my employers nominated me as the employer of the month three times in a row. This was my most tremendous success.
It was nice seeing that my hard work and my abilities were being noticed. And the honor of being the employee of the month showed I was doing a great job.
13. Tell Me About Yourself?
This question sure sounds easy; after all, we often talk about ourselves. It’s somewhat an open-ended question.
Do you start with your background? Or do you give out a personal or professional answer? The interviewer may ask this question to get a general idea of who you are.
Ensure that your answer is super-specific.
Sure, my name is Mary, and I am 26 years old.
For the past five years, I have worked with company X.
I have some background in MS office and communication skills, with a certificate from college X.
What drove me to venture into this industry I noticed I enjoy serving others. I noticed this while I was helping my relative at her company and worked as her office clerk.
In the future, I hope to expand my knowledge in different industry particularly the recruitment industry.
14. Why Do You Want To Work Here?
If you are not prepared, this question can catch you off guard. When the hiring manager asks this, they are trying to assess if you are a great fit.
Also, your answer will help them know if you’ll add value to the team.
A month ago, I read an article highlighting your company’s activities to help the community. Giving back to the community is a personal value I delight in doing.
I remember I felt excited seeing that a company delights giving back to the community as I do. The excitement grew when I read on your website that there is a job opening here.
I’d love to associate myself with your team and hope to be part of the volunteer team one day.
15. What Is Your Biggest Weakness?
This is a tricky question. It is advisable to be careful while answering it. This is because it may improve or reduce the odds of you getting the job.
While answering the question, mention the weakness and include how you are working on it.
My biggest weakness has been poor active listening skills. I’m a talkative person. With this, there are times when I may end up talking so much and fail to listen to the other person actively.
The most significant part of being an office clerk is receiving calls which require me to listen to the clients actively. I intentionally took a communication skills course which has helped improve my weakness.
I have seen a tremendous change, and I’d still want to take more courses to help change my weakness into a strength.
16. Do you Know How To Work With MS Office? (Or Any Other Software)
While answering this question, you should be honest. Let’s say you do not have any experience with the computer program.
Ensure that your answer assures the hiring manager that you are willing to learn.
Yes, I have a great understanding of how MS Office functions. I did a course in computer programming once I cleared high school. This was necessary at the time because I was an office clerk at my relative’s office.
17. What Types Of Data Management Systems Have You Used?
The role of an office clerk is to organize records. With this, an office clerk needs to use great data management software. When the interviewer asks this, they want to assess your competency for the role.
List down some of the software you are familiar with. If you have no experience using them. Assure the hiring manager that you are willing to learn.
I’m pretty familiar with a couple of data management software. Some of my favorites are Microsoft Access, FileMaker, and FoxPro. I love the software as they are more user-friendly compared to the rest.
18. Which Organizational Systems Do You Use At Work To Ensure You Keep Up With All Your Duties?
The interviewer may ask this to assess if you are fit for the role. Remember, an office clerk needs to have a great organization system.
There are a few organizational systems I use to help me perform my duties. One system I use is making use of a follow-up box. In this box, I keep documents I’d not want to lose. Also, I keep documents that need my attention.
I make sure that I have a proper filing system. This way, I know where I can keep banking files or files containing our client’s info.
Organization necessarily does not only mean physical space; it also means virtual space. With this, I often ensure I create email folders to help my virtual space appear organized.
19. What Is Your Typing Speed?
There are a few employers who deem this factor as crucial to them. Ensure that you answer honestly. If you have a lower typing speed, highlight that you are learning to type faster.
My typing speed is 50-60 words per minute with a high accuracy level.
20. Would You Tell Us What Form Of Correspondence Were You Responsible For?
Remember, this role varies with every company. Share the kind of experience you had while giving out your answer.
While working at company X, my employer tasked me to type rough drafts and correct copies. I was also required to send documents both internally and externally.
My spelling and grammar are professional, which made the correspondence easy for me.
During the interview, ensure that you show the interviewer you have the right attitude to work for them. I hope the twenty questions will help prepare you for the interview. I wish you all the best!