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If you’ve Googled “Substitute Clerk job description,” you’ve probably noticed the same pattern everywhere: copy-pasted bullet points, generic wording, and job ads that read more like legal documents than real opportunities. The problem? Posts like that don’t attract strong candidates—they just blend into the noise.
The truth is, a job description is more than a checklist of duties. It’s your first impression. Done well, it not only tells people what the job is, but also why it matters, what it’s like to work with you, and why the right person should care.
That’s why I recommend starting with our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/ before diving in. It breaks down why most posts fail and how to flip the script. But if you’re here for something specific, this article will show you exactly how to write a Substitute Clerk job description that’s clear, human, and designed to inspire the right applicants to hit “apply.”
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
What A Substitute Clerk Actually Does - Their Duties Explained
A Substitute Clerk is the person who steps in to keep things running smoothly when a regular clerk is out—whether that’s in a school, office, or public institution. Think of them as the reliable backup who makes sure essential tasks don’t fall through the cracks.
Their day-to-day can include answering phones, greeting visitors, handling basic paperwork, managing schedules, and keeping records organized. Because they often fill in at short notice, adaptability and a calm, professional presence matter just as much as technical skills.
In short: a Substitute Clerk isn’t just “holding the desk” until someone returns—they’re ensuring continuity. That means they need strong communication skills, attention to detail, and the ability to learn systems quickly so that operations don’t skip a beat.
Two Great Substitute Clerk Job Description Templates
✅ Job Description Template 1: Experienced Substitute Clerk
Job Title: Substitute Clerk – Clearview Unified School District
Location: Clearview, CA
Type: On-Call / Flexible Schedule
Pay Range: $17–$21 per hour, based on experience
👋 A Quick Word From Our Team
(Insert Loom or YouTube video link here — e.g., a 60–90 second clip from the school office manager explaining the role, the team environment, and what it’s like to work at Clearview.)
Who We Are
Clearview Unified School District has been serving the community for over 50 years, with a mission to create safe, supportive, and effective learning environments for every student. Our clerical staff are the backbone of daily operations, making sure communication, scheduling, and record-keeping all run smoothly.
What You’ll Be Doing
As a Substitute Clerk, you’ll be stepping in to keep our school offices running seamlessly whenever regular staff are out. Your responsibilities will include:
- Greeting parents, staff, and students in a friendly, professional manner.
- Answering phones and routing calls or messages.
- Managing attendance records and updating student files.
- Assisting with scheduling, calendars, and daily office tasks.
- Supporting teachers and administrators with documentation and forms.
What We’re Looking For
- 1+ years of clerical or office support experience (school environment preferred).
- Comfortable using basic office software and student record systems.
- Strong communication and organizational skills.
- Dependable, punctual, and adaptable to different school sites.
- High school diploma or equivalent required.
Why This Role is Worth Your Time
- Competitive hourly pay with consistent opportunities to work.
- Flexible scheduling that adapts to your availability.
- The chance to make a direct impact by supporting students, teachers, and families.
- A welcoming, team-oriented environment where your reliability makes a real difference.
How to Apply
We respect your time. That’s why we use WorkScreen—so you’re evaluated on your skills and strengths, not just your résumé.
👉 Click here to apply: [Insert WorkScreen Link]
Complete a short, structured evaluation and we’ll be in touch. Every applicant hears back from us—we believe in a fair and respectful hiring process.
✅ Job Description Template 2: Entry-Level / Willing-to-Train Substitute Clerk
Job Title: Entry-Level Substitute Clerk – Clearview Unified School District
Location: Clearview, CA
Type: On-Call / Flexible Schedule
Pay Range: $15–$18 per hour
👋 A Quick Word From Our Team
(Insert Loom or YouTube video link here — for example, a short clip from the office staff explaining how new hires are supported and trained at Clearview.)
Who We Are
At Clearview Unified, we believe great support staff don’t just manage paperwork—they keep schools running. Even if you don’t have prior clerical experience, if you’re organized, dependable, and willing to learn, we’d love to train you to succeed in this role.
What You’ll Be Doing
With training and guidance, you’ll learn to:
- Welcome parents, students, and staff with professionalism.
- Answer phones, transfer calls, and take accurate messages.
- Maintain attendance and student records.
- Assist with scheduling and daily office tasks.
- Provide administrative support to teachers and administrators.
What We’re Looking For
- No prior office experience required—we’ll train you.
- Strong communication skills and a customer-service mindset.
- Dependable, punctual, and flexible across different schools.
- Comfortable learning new systems and following clear processes.
- High school diploma or equivalent preferred but not required.
Why This Role is Worth Your Time
- Paid training to help you learn on the job.
- Flexible scheduling perfect for students, parents, or those re-entering the workforce.
- Opportunities for long-term growth within the district.
- A team that values reliability, professionalism, and care for our community.
How to Apply
We respect your time. That’s why we use WorkScreen—so you’re evaluated on your strengths, not just whether you’ve done this job before.
👉 Click here to apply: [Insert WorkScreen Link]
We’ll guide you through a simple evaluation, and we respond to every applicant.
Don’t let bad hires slow you down. WorkScreen helps you find the right people—fast, easy, and stress-free.
Why These Substitute Clerk Job Posts Work
Let’s break down what makes the Substitute Clerk templates effective, and why they stand out compared to the generic, checkbox-style posts you’ll find online.
✅ Clear, Specific Titles
Instead of saying “Clerk Needed,” the posts specify “Substitute Clerk – Clearview Unified School District (Clearview, CA)”. This instantly answers three big candidate questions: what the role is, where it is, and who it’s with. Clear titles filter out the wrong applicants and attract the right ones.
✅ Warm, Human Intros
Notice how the posts don’t launch straight into responsibilities. They begin with a human touch—a Loom or YouTube video from the team—followed by a short, inviting intro that explains why the role matters. This helps candidates feel like they’re applying to work with real people, not just filling a vacancy.
✅ Transparent Pay and Conditions
Listing pay ranges upfront ($15–$21/hr depending on experience) builds trust. Top candidates are more likely to apply when they see transparency, because it shows respect for their time and sets clear expectations.
✅ Tailored for Different Candidate Pools
By creating one version for experienced clerks and another for entry-level hires, you appeal to two distinct audiences. One emphasizes prior skills, the other emphasizes willingness to learn. This flexibility expands your applicant pool without watering down your standards.
✅ Responsibilities with Context
Instead of just listing tasks, the posts explain why those tasks matter: “keep school offices running smoothly,” “support teachers and administrators,” “ensure continuity.” This shows impact, not just duties, and helps candidates feel the role is meaningful.
✅ Culture and Mission Highlighted
The About Us sections make the workplace feel real. Candidates see that Clearview Unified isn’t just hiring warm bodies—they’re offering a chance to contribute to the smooth running of schools and the success of students. That sense of purpose attracts more motivated applicants.
✅ Respectful Application Process
Both posts emphasize fairness (“we respond to every applicant”) and introduce WorkScreen as a skill-based evaluation platform. This reassures candidates that they won’t get ghosted, and that they’ll be judged on ability—not just on résumé formatting.
✅ Candidate Experience First
Everything about the structure—from the video element to the respectful hiring process—signals that Clearview Unified values people. In today’s hiring market, that’s the difference between top candidates applying with you versus skipping to another school district’s posting.
Bad Job Description Example (And Why It Falls Short)
❌ Bad Job Post Example: Substitute Clerk
Job Title: Clerk
Company: Clearview Unified School District
Location: Clearview, CA
Type: On-Call
Job Summary
Clearview Unified School District is hiring a Clerk. The Clerk will handle clerical duties as assigned and ensure smooth office operations.
Responsibilities
- Answer phones and take messages.
- File paperwork.
- Perform data entry tasks.
- Other duties as assigned.
Requirements
- High school diploma required.
- Strong organizational skills.
- Must be able to multitask.
How to Apply
Send your résumé and cover letter to hr@clearviewschools.org. Only shortlisted candidates will be contacted.
❌ Why This Job Post Fails
- Generic Title
“Clerk” could mean anything. It doesn’t tell candidates it’s a substitute role or even that it’s in a school setting. - Cold, Minimal Summary
The introduction is flat and transactional. It doesn’t explain why the role matters, how it impacts the school, or who they’d be supporting. - Responsibilities Are Too Vague
“Other duties as assigned” is a red flag. It tells candidates nothing about what their actual day-to-day looks like. - No Transparency on Pay or Schedule
Not including a pay range or schedule signals a lack of respect for applicants’ time. Top candidates often skip posts that hide basic info. - No Culture or Mission
There’s no mention of Clearview Unified’s values, the importance of clerical staff, or what it’s like to work there. Without this, it feels like “just another job.” - Dismissive Application Process
“Only shortlisted candidates will be contacted” feels outdated and cold. It discourages applicants and makes the school district look unapproachable. - Zero Personality
The post reads like it was copied from a template with no thought put into it. It doesn’t feel human, inspiring, or connected to a real team.
Bonus Tips to Make Your Job Post Stand Out
Most job descriptions stop at the basics: title, responsibilities, and requirements. But if you want your post to attract better candidates and build trust from the very start, here are a few extra details worth including:
🔒 Add a Security & Privacy Notice
Job seekers are cautious about scams. A simple line like this builds instant trust:
“We take your privacy seriously. Clearview Unified will never ask for payment, bank details, or personal financial information at any point in the hiring process.”
🌴 Mention Leave Days or Flexibility
Candidates value rest as much as work. Even if it’s just a few days, highlighting it shows care for well-being:
“Enjoy up to 5 personal leave days per year, so you can recharge and come back refreshed.”
📈 Highlight Training & Growth Opportunities
Especially for entry-level roles, candidates want to know there’s room to grow. You can say:
“We invest in our clerical staff with paid training and opportunities for advancement into full-time roles.”
🎥 Add a Loom or Team Video
We’ve already included a placeholder for a quick video from the team before the About Us section. A 60-second message from the office manager or school principal makes your post feel human, personal, and trustworthy.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
A Word of Caution on Using AI To Write Job Posts
It feels like everyone is using AI tools to generate job descriptions these days—even some hiring platforms now promise “one-click job posts.” And while AI can be helpful, here’s the problem:
When you rely on AI alone, you usually get generic, lifeless posts that sound exactly like every other template online. That might save you five minutes, but it will cost you quality candidates who are looking for real insight into your workplace.
❌ The Wrong Way to Use AI
Typing a vague prompt like:
“Write me a job description for a substitute clerk.”
This gives you a bland, robotic post with buzzwords like “multitasker,” “fast-paced environment,” and “team player.” It doesn’t sound like your company—and candidates can tell.
✅ The Smarter Way to Use AI
AI works best as a polishing tool, not a substitute for your input. Here’s how to use it the right way:
- Feed it the real details: your company’s mission, culture, pay range, and what the role actually does.
- Include your voice: if your workplace is warm and conversational, ask AI to write in that tone.
- Give it a model to follow: show it an example of a good job post (like the ones above) and tell it to keep the same structure.
For example, you could prompt it like this:
“Help me write a Substitute Clerk job post for Clearview Unified. We’re hiring someone to handle attendance, greet parents, and support teachers when our regular clerk is out. Our culture is collaborative, supportive, and student-centered. Pay is $17–$21/hr with flexible scheduling. Use a clear, human tone like this example job post [insert link].”
Now, instead of giving you filler, AI can help polish your draft into something sharper and easier to read—without losing the authenticity that attracts real candidates.
Ready To Hire Faster?
Need Quick Copy-Paste Job Description Templates?
✅ Option 1: Conversational Job Description Template (Culture-First Style)
Job Title: Substitute Clerk – [Insert Company/Organization Name]
Location: [Insert City, State]
Type: [On-Call / Part-Time / Full-Time]
Pay Range: [Insert Range]
👋 A Quick Word From Our Team
(Insert Loom or YouTube video link here — ideally a short message from the hiring manager or office lead.)
Who We Are
At [Company/Organization Name], we believe clerical staff are more than just support—they’re the backbone that keeps everything moving. Our mission is [Insert Mission/Value Statement].
What You’ll Be Doing
As a Substitute Clerk, you’ll help us keep daily operations running smoothly when our regular staff are out. Tasks may include:
- Greeting visitors and answering phones.
- Managing records and updating files.
- Assisting with scheduling and office organization.
- Supporting staff with documentation and administrative needs.
What We’re Looking For
- [X+] years of clerical or office support experience (or willingness to train).
- Comfortable with [insert systems/tools relevant to your workplace].
- Dependable, organized, and adaptable to new environments.
- High school diploma or equivalent preferred.
Why You’ll Love Working Here
At [Company/Organization Name], you’re not “just filling in.” You’re helping ensure continuity, stability, and support for [students/staff/community/etc.]. We offer:
- [Insert perks: pay transparency, flexibility, training, etc.]
- A team culture that values [insert values].
- Opportunities for growth and advancement.
How to Apply
We respect your time. That’s why we use WorkScreen—so you’re evaluated on your strengths, not just your résumé.
👉 Apply here: [Insert WorkScreen Link]
✅ Option 2: Structured Format (Job Brief + Responsibilities + Requirements)
Job Title: Substitute Clerk – [Insert Company/Organization Name]
Location: [Insert City, State]
Type: [On-Call / Flexible]
Pay Range: [Insert Range]
Job Brief
We’re looking for a reliable Substitute Clerk to step in and support our operations whenever regular clerical staff are unavailable. The ideal candidate is organized, detail-oriented, and able to quickly adapt to new systems and environments.
Responsibilities
- Answer phones, route calls, and greet visitors.
- Maintain attendance records and update files.
- Assist with scheduling, calendars, and daily office tasks.
- Provide administrative support to [staff/teachers/managers].
Requirements
- High school diploma or equivalent.
- [X+] years of clerical/administrative experience (preferred but not required).
- Strong communication and organizational skills.
- Comfortable with [insert relevant software or systems].
Perks & Benefits
- [Insert pay and benefits details].
- Flexible schedule with opportunities for consistent assignments.
- Supportive team culture and room for growth.
How to Apply
We value fairness and efficiency in hiring. That’s why we use WorkScreen to evaluate applicants based on skills, not just résumés.
👉 Apply now through this link: [Insert WorkScreen Link]
Next Step — Let WorkScreen.io Handle the Rest
Writing a strong job post is just the first step. Once you’ve got candidates clicking “apply,” the real challenge begins: separating serious applicants from the flood of low-effort or copy-paste submissions.
That’s where WorkScreen.io comes in.
Here’s how it helps you hire faster and smarter:
✅ Quickly identify your most promising candidates
WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—so you immediately see who stands out without manually sifting through résumés.
✅ Go beyond résumés with one-click skill tests
With Workscreen’s one-click skill test, you can generate a relevant, real-world skills test tailored to your role. This way, you’re hiring based on ability—not just credentials or polished applications.
✅ Eliminate low-effort and AI-driven applicants
WorkScreen filters out low-effort candidates who rely on one-click apply tools, copied answers, or AI-generated résumés. That way, your shortlist is full of genuine, motivated people who actually want the job.
If you’re ready to save time, reduce hiring mistakes, and focus only on quality applicants, let WorkScreen do the heavy lifting for you.
Start hiring smarter
FAQ
The average salary for a Substitute Clerk typically ranges between $15–$21 per hour in the United States, depending on location, type of institution (schools, government offices, private organizations), and whether the role is entry-level or requires prior experience. Urban districts or government offices may pay on the higher end, while smaller schools or organizations may start closer to $15/hour.
The average salary for a Substitute Clerk typically ranges between $15–$21 per hour in the United States, depending on location, type of institution (schools, government offices, private organizations), and whether the role is entry-level or requires prior experience. Urban districts or government offices may pay on the higher end, while smaller schools or organizations may start closer to $15/hour.
Strong Substitute Clerks bring a mix of technical and interpersonal skills. The most important include:
- Communication: Greeting visitors, answering phones, and working with staff.
- Organization: Keeping files, attendance records, and schedules in order.
- Adaptability: Stepping into different environments with little prep time.
- Attention to detail: Ensuring paperwork, data entry, and records are accurate.
- Professionalism: Representing the organization as the “first impression” for parents, staff, or the public.
At minimum, employers should look for:
- A high school diploma or equivalent.
- Basic computer and office software knowledge.
- Strong interpersonal and organizational skills.
- Dependability and punctuality.
For experienced roles, prior clerical or school-based administrative experience may be required, while entry-level positions can focus more on willingness to learn and professionalism.
Not always. Many organizations are open to training entry-level candidates, especially if they demonstrate reliability, professionalism, and a willingness to learn quickly. Including both “must-haves” and “nice-to-haves” in the job post can help widen the talent pool.
The most common are:
- Schools and school districts (covering attendance and front desk duties).
- Government agencies (handling public records and administrative tasks).
- Healthcare offices (supporting clerical staff in hospitals or clinics).
- Private organizations (providing backup support for reception and admin teams).
A regular clerk has a fixed role and schedule, while a Substitute Clerk steps in on-call or temporarily to cover absences. This makes flexibility, adaptability, and the ability to quickly learn new systems especially important.
Employers can stand out by:
- Being transparent about pay and scheduling.
- Highlighting flexibility and training opportunities.
- Using respectful, human job descriptions.
- Demonstrating care for candidate experience (e.g., promising clear communication, offering quick evaluations through WorkScreen.io).
