The term “copy clerk” is usually used to define a position that deals with clerical tasks – with one additional duty which is mail handling. Depending on the setting they are working in, they may be called copy clerks, clerks or office clerks but their work remains more or less the same. Copy clerks perform basic office functions such as photocopying and handling incoming and outgoing mail.

In some organizations, copy clerks also handle financial statements and inventory. Since their input is quite important where acquisition of supplies and materials are concerned, organizations depend highly on the copy clerks that they hire. The work of a copy clerk encompasses many duties which are vital to the successful working of an organization. Due to the fact that they have in-depth knowledge of many positions inside a company, they are often called upon to fill in for absentees or work overtime to handle difficult or time taking projects.


Copy Clerk Job Description

Copy clerks needs to be jacks of all trades because they handle a multitude of duties in a working day. Some of their major duties include:

• Make copies of office documents and file or distribute them
• Manage filing systems and logs
• Prepare rooms for meetings and seminars
• Operate office machinery such as fax machines and copiers
• Manage incoming mail by receiving and distributing it to the correct recipients
• Ensure that all outgoing mail is appropriately handled and mailed out in a timely manner
• Determine correct postage and keep appropriate records of mail production
• Prepare forms and ensure printing of digital media
• Manage faxing duties and contact vendors for ensuring continuous supply of materials
• Manage inventory of office supplies
• Handle incoming calls and provide information
• Route information between floors
• Maintain cleanliness of record rooms
• Restock office supplies and handle minor repairs
• Manage office equipment maintenance duties
• Ensure that all copiers and printers are stocked with paper at all times
• Manage messenger duties and fill in for absent staff members
• Assist with record keeping activities and move furniture and equipment
• Manage jam clears on printers and copiers
• Process work orders and handle courier activities
• Replace paper and cartridges and toners
• Assist with tax return and trial balances
• Handle clients in the absence of front desk personnel
• Manage binding activities and handle inventory of packages and supplies
• Order business and announcement cards