Ontario Skills Passport
Layout structure
Header structure
Display Noc
OSP Occupational Profile

OSP Occupational Profile

Print Occupational Profile

Display page browsing back option list
Display page browsing back option list <<Back
Display Noc Details
NOC Code: NOC Code: 1441 Occupation: Administrative Clerks
Occupation Description: Occupation Description:
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. They are employed throughout the private and public sectors. 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. They are employed throughout the private and public sectors.

  • Click on any of the Essential Skills to view sample workplace tasks for this occupation.
  • Skill levels are assigned to tasks: Level 1 tasks are the least complex and level 4 or 5 tasks (depending upon the specific skill) are the most complex. Skill levels are associated with workplace tasks and not the workers performing these tasks.
  • Scroll down the page to get information on career planning, education and training, and employment and volunteer opportunities.

Table will display the Skill Level for the Noc specified
Essential Skills Essential Skills Levels
Reading Text Reading Text 1 2 3
Writing Writing 1 2 3
Document Use Document Use 1 2 3
Computer Use Computer Use 1 2 3
Oral Communication Oral Communication 1 2 3
Money Math Money Math 1 2 3
Scheduling or Budgeting and Accounting Scheduling or Budgeting and Accounting 1 2
Measurement and Calculation Measurement and Calculation 1
Data Analysis Data Analysis 1
Numerical Estimation Numerical Estimation 1
Job Task Planning and Organizing Job Task Planning and Organizing 1 2
Decision Making Decision Making 1 2
Problem Solving Problem Solving 1 2
Finding Information Finding Information 1 2
Critical Thinking Critical Thinking 1 2

  • The skill levels represented in the above chart illustrate the full range of sample tasks performed by experienced workers and not individuals preparing for or entering this occupation for the first time.
  • Note that some occupational profiles do not include all Numeracy and Thinking Essential Skills.

If you would like to print a copy of the chart and sample tasks, click on the "Print Occupational Profile" button at the top of the page.

Reading Text
  • Read short text entries on forms, e.g. read short comments on requisition forms to learn how to authorize purchases. (1)
  • Read short notes from co-workers, e.g. read notes from supervisors to learn the timelines for entering information, such as registrations. (1)
  • 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. (2)
  • Read a variety of instructions and procedures, e.g. read sequenced instructions to learn how to process licenses and permit applications. (2)
  • Read memos and bulletins, e.g. read internal memos to learn about changes to operating procedures. (2)
  • Read computer manuals, e.g. read manuals to learn how to batch files and produce reports using online registration systems. (3)
  • Read journals, magazines, books and any other reference materials that are relevant to your job, e.g. workers employed with medical clinics may read reference materials to learn the definitions of medical terms. (3)
  • Read a variety of policy and procedure manuals, e.g. read policy manuals to learn about hours of work, dress code and grievance procedures. (3)
Back to Top

  • 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. (1)
  • 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. (1)
  • Write email and short letters, e.g. write email to suppliers to inquire about products and shipping information. (2)
  • 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. (3)
Back to Top

Document Use
  • Locate data, such as names, dates, codes and dollar values, on files, labels and tags. (1)
  • Locate data in lists, e.g. scan contact lists to find names, addresses and telephone numbers. (1)
  • 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. (2)
  • Enter data into a variety of forms, e.g. enter data, such as names, addresses, dates, codes and account numbers, into application forms. (2)
  • Interpret graphs, e.g. workers with educational institutions scan graphs to locate information about enrolments and completed registrations. (2)
  • 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. (3)
Back to Top

Computer Use
  • Use databases to enter and retrieve data, such as registrations, sales and costs. (1)
  • 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. (1)
  • Use calculators and personal digital assistant (PDA) devices to complete numeracy-related tasks, such as summing figures and calculating interest charges. (1)
  • Use bookkeeping, billing and accounting software to record financial transactions. (1)
  • Use office equipment, such as printers, scanners, fax machines, copiers, binding machines and postage meters, to perform a variety of clerical tasks. (1)
  • Use specialized Internet applications to send medical records, x-rays and referral information to insurers and medical practitioners. (2)
  • Use intranets and email applications to exchange information and documents with co-workers, customers, suppliers and government agencies. (2)
  • Use word processing programs to enter data into forms and write letters and memos. (2)
  • Use the Internet to access training courses and seminars offered by suppliers, employers and trainers. (2)
  • Use browsers and search engines to locate product information from suppliers, such as costs and specifications. (2)
  • Use browsers to access forms and guidelines on government websites. (2)
  • Use spreadsheets to track registrations, times and expenditures. (2)
  • Use specialized database software to complete and electronically submit claim forms, registrations and applications. (2)
  • Use contact management software to schedule appointments, generate automated reminders and produce mailing lists. (2)
  • Use graphics software to create slide presentations with imported images. (2)
  • Use bookkeeping, billing and accounting software to generate monthly financial statements, such as balance sheets and income and expense statements. (3)
Back to Top

Oral Communication
  • Leave and listen to messages, e.g. leave voicemail messages with customers to remind them of upcoming appointments. (1)
  • Talk to suppliers, e.g. talk to suppliers about the availability of products and the costs. (1)
  • Exchange information with co-workers, e.g. speak with co-workers about changes to how office supplies are ordered. (2)
  • Provide information to customers, registrants and patients, e.g. explain course registration processes to students applying for courses at colleges and universities. (2)
  • Participate in staff meetings to discuss problems and new policies and to exchange opinions on current procedures. (2)
  • Provide detailed instructions and explanations, e.g. explain detailed processes about administrative tasks to new employees. (3)
  • Speak with dissatisfied customers, e.g. speak with and attempt to satisfy customers who are unhappy with long wait times or billing errors. (3)
Back to Top

Money Math
  • Handle cash, credit card and debit card transactions and provide change. (1)
  • Calculate discounts, taxes and currency exchanges. (2)
  • Calculate and verify invoice and receipt amounts. Calculate amounts for goods and services, determine discounts and surcharges, and add federal and provincial sales taxes. (3)
Back to Top

Scheduling or Budgeting and Accounting
  • Review payables and receivables for accuracy. (1)
  • Record payables and receivables against various accounts in general ledgers. (1)
  • Monitor budgets, e.g. compare purchases of office supplies to office supply budgets and adjust spending as required. (2)
  • Calculate summary averages, e.g. calculate the average number of permits processed per week and month. (2)
Back to Top

Measurement and Calculation
  • Measure dimensions and weights using basic measuring tools, e.g. weigh outgoing mail using electronic scales. (1)
  • Count and sum totals, e.g. tally supplies to establish inventory counts. (1)
Back to Top

Data Analysis
  • Compare operating statistics to targets, e.g. compare the number of registrants to expected registrations to determine occupancy rates. (1)
Back to Top

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. (1)
  • Estimate levels of inventory. (1)
Back to Top

Job Task Planning and Organizing
  • Administrative clerks may plan their own job tasks, or follow established procedures and directives closely. Their tasks are repetitive, although the contents change to reflect the needs of different clients. Those that plan their own work determine the order in which to perform their tasks, but must respond to urgent requests for information and ensure that certain tasks are completed by specified times. They are interrupted frequently and must then reorganize their tasks to meet deadlines and maintain their efficiency. (2)
Back to Top

Decision Making
  • Decide what purchases, such as office supplies, are required. (1)
  • Select suppliers, e.g. decide which suppliers to use for the purchase of supplies, such as forms and paper. (2)
  • Decide the order of tasks and your priorities, e.g. decide the order in which to complete tasks by considering deadlines and priorities. (2)
Back to Top

Problem Solving
  • Encounter delays due to equipment faults, e.g. discover that you cannot access online registration systems because of equipment faults. Inform supervisors and technology support staff about the glitches. Perform registrations manually until repairs are made and systems are operational. (1)
  • Encounter delays due to incomplete records, e.g. you have difficulty finding particular documents when only limited information is available. Track the document through the processing steps, phone other departments and conduct physical searches. (2)
  • Encounter dissatisfied customers and co-workers, e.g. deal with registrants who are unhappy about long wait times. Speak with the dissatisfied persons about their complaints, explain processes and seek acceptable solutions. (2)
  • Encounter errors in administrative and financial records. Check forms and computer records and speak with co-workers from various departments. Locate the errors and correct the records. (2)
Back to Top

Finding Information
  • Find out how to complete forms by reading directions and by speaking with co-workers and government agencies. (2)
  • Locate information about processes by reading memos and procedure manuals, watching videos and speaking with co-workers. (2)
Back to Top

Critical Thinking
  • Evaluate the suitability of administrative procedures. Consider a number of factors including speed of service and common bottlenecks. (2)
  • Evaluate expense claims and invoices. Compare fees and costs to industry standards and price lists to identify potentially incorrect and fraudulent charges. (2)
  • Assess the legibility, accuracy and completeness of completed forms. Compare the information presented in forms to requirements to identify potential errors and information gaps. (2)
Back to Top