How to Write an Ad for a Clerical Position
When writing an ad for an open position in your business, you need to sell both the company and the job to a prospective employee. Clerical positions vary by company, so be specific about the duties you expect the applicant to fulfill and the benefits they will receive by choosing to work for your company.
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Instructions
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Before Writing the Ad
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List all of the things you are looking for in an applicant. This goes beyond the basic responsibilities of the job; you need to determine and visualize the "perfect employee." Ask yourself what you need from the prospective employee that will fall outside the job itself, such as being flexible in terms of work hours, being comfortable in a fast-paced environment or being willing to take on tasks that are not necessarily in the job description.
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Define the job. "Clerical position" is a generic term that can cover many different job duties, so you need to be able to express exactly what the person will have to do. For example, you may want someone to provide customer service as well as type reports and do filing. You could want someone whose sole duty would be data processing. Be precise.
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Set your skills criteria. It is helpful to know the exact skills the person who will be filling the position needs to have. Speak to those who were in the job previously to find out what someone taking their place would be required to know how to do.
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List the benefits a person would receive by working for your company. You are selling the job, and you need to make clear to any prospective employee what your company has to offer.
Putting the Ad Together
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Write your ad headline. Your ad, whether you place it online, in print or a combination of both, needs to stand out from the other "help wanted" advertisements if you want to attract the best prospective employees. To do this you need to write a headline that tells the reader "what's in it for them." For example, say "Great Atmosphere, Flexible Hours" instead of "Clerical Position Available."
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Briefly describe your company to give the reader some insight on what working for your business would be like. For example, are you a small family company or a faced-paced corporation? Giving the job-seeker information about who you are and what your company does will help him make an informed decision.
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Outline the job description in detail. Provide the prospective employee with a comprehensive look at what she would be doing if she works for your company. Include the scope of the work and the responsibilities, the reason for the job opening and how the position fits in the hierarchy of your company.
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List the skills required to be considered for the position. Be clear regarding which skills an applicant must possess and which you would prefer. For example, "Must be proficient in Microsoft Excel and type 90 words per minute. 3-5 years of previous experience preferred, but will consider applicants who demonstrate a willingness to learn."
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Show why the job-seeker should choose your company over the competition. List the benefits and perks that working for you will give him. Include things like tuition reimbursement, free training, great benefits package, on-site daycare and paid vacation. Do not forget career advancement opportunities; potential employees want to know how their career can advance and how they can grow with your company.
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Tell how you want people to apply. If you do not want to inundated with phone calls that can disrupt your business, you should tell people to apply by mail or email. Provide a mailing or email address.
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Tips & Warnings
Think of your job posting as a marketing tool. Sell your business to potential employees.
The easiest way to accept applications is by email.
If you have a company website, list it in your ad.
The more options for applying you provide to the job-seekers, the more responses you will receive from your job ads.
Try to avoid listing a specific salary in your ad. If you list a salary that is too low, you can miss out on a prospective employee. If the salary is too high, you can be stuck paying too much for someone whose skills might not warrant that kind of pay.
