Office Clerk - Strong Excel Skills!

Ultimate Staffing Services; Pasadena (CA); On-site; USD 36,000 - 48,000; Full time

Job summary

Ultimate Staffing Services in Pasadena, CA seeks an Office Clerk to provide administrative and clerical support, manage records, prepare documents, and assist staff with day-to-day tasks. The role requires strong organizational skills and attention to detail, with proficiency in Microsoft Office applications.

This position involves handling mail, coordinating meetings, data entry, and document formatting. A high school diploma is required; 1–3 years of office experience is preferred.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 1–3 years of clerical or office support experience preferred.
• Proficiency in MS Office suite and strong data entry skills.

Responsibilities

• Provide general clerical support: filing, scanning, copying, and document management.
• Answer calls, greet visitors, and handle mail and correspondence.
• Create, edit, format, and maintain documents and spreadsheets; data entry.
• Assist with invoice processing, scheduling, and meeting logistics; maintain confidentiality.

Skills

Organizational skills

Attention to detail

Time management

Written and verbal communication

Customer service

Education

High school diploma or equivalent

Associate degree in Business Administration or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

Job description

Office Clerk

The Office Clerk provides administrative and clerical support to ensure the efficient operation of the office. This role is responsible for managing records, preparing documents, maintaining files, handling correspondence, and assisting staff with day-to-day administrative tasks. The ideal candidate possesses strong organizational skills, attention to detail, and advanced proficiency in Microsoft Office applications.

Key Responsibilities

• Administrative Support Perform general clerical duties, including filing, scanning, copying, and document management. Answer and direct phone calls, greet visitors, and provide administrative assistance as needed. Manage incoming and outgoing mail, packages, and correspondence. Maintain office records, databases, and filing systems. Schedule meetings, appointments, and conference room reservations.
• Document Preparation and Data Management Create, edit, format, and maintain business documents, reports, presentations, and spreadsheets. Enter, update, and verify data for accuracy and completeness. Prepare routine reports and summaries for management. Assist with record retention and document control procedures. Organize electronic and paper files to ensure easy retrieval of information.
• Microsoft Office Support Utilize Microsoft Word to create and format professional documents and correspondence. Use Microsoft Excel to maintain spreadsheets, track data, generate reports, and perform basic data analysis. Create presentations and meeting materials using Microsoft PowerPoint. Manage email communications, calendars, and meeting requests through Microsoft Outlook. Collaborate with team members using Microsoft Teams and other Microsoft 365 applications.
• Office Operations Monitor and replenish office supplies and coordinate purchases when needed. Assist with invoice processing, purchase orders, and administrative tracking. Support company meetings, events, and special projects. Maintain confidentiality of sensitive company and employee information. Ensure office procedures are followed and administrative tasks are completed accurately and efficiently.

Qualifications

• Education High school diploma or equivalent required. Associate degree in Business Administration or a related field preferred.
• Experience 1-3 years of clerical, administrative, or office support experience preferred. Experience working in a professional office environment.
• Skills and Competencies Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams. Excellent data entry and document formatting skills. Strong organizational and time-management abilities. High level of accuracy and attention to detail. Effective written and verbal communication skills. Ability to manage multiple tasks and priorities. Customer service-oriented with strong interpersonal skills. Ability to work independently and as part of a team.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.