As one of the most important positions in an office, the job of a file clerk is multifaceted and that of high responsibility.
Typically, file clerks maintain and protect the files of an organization. They create filing systems that are efficient and meet the needs of the company.
Since file clerks are part of administrative staff, they are considered important to the success of a company.
Education and Skills
To work as a file clerk, you do not necessarily need more than a high school diploma, but you do need to possess some information technology skills, effective communication skills and be able to work alone. If you have all these, you are a great candidate for a file clerk position.
File clerks need to be organized, efficient in what they do and must be very detail-oriented.
Most file clerks are provided on the job training so they do not need to bring more than their efficiency and organizational skills to work on their first day!
File clerks work in many environments – they may be hired in attorneys’ offices, medical facilities, and even retail shops. While their work is more or less the same regardless of where they work, file clerks may need to have a little knowledge of the particular industry that they are working in.
See also: File Clerk Resume Sample
File Clerk Duties and Responsibilities
• Collect and sort data to be put into files and create corresponding records.
• Add new materials to file records and ensure that any discrepancies are handled immediately.
• Assign record numbers to each file in accordance with their dates and types.
• Eliminate outdated or unnecessary files by either destroying or transferring them to storage areas.
• Enter documentation identification codes into predefined systems.
• Maintain records of materials that are filed or eliminated and their present status.
• Scan documents to make electronic copies and ensure that both electronic and paper copies are maintained properly.
• Retrieve files and records on the specific requests of employees or customers.
• Convert documents to microfilms or microfiches.
• Design forms that can be used for handling filing systems.
• Take orders for faxing and photocopying files and deliver processed files to intended recipients.
• Maintain the security and integrity of all files and ensure that no document is lost or accidentally discarded.
• Verify the integrity of documents and assure the quality of electronic records.
• Take telephone calls for information and ensure that only authorized information is provided.
• Receive, sort and distribute incoming correspondence to intended recipients.