Job Role Description

Clerical > File Clerk

Salary National Average

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35130.0000 38950.0000 43350.0000

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Short Description:

A File Clerk is responsible for organizing and maintaining physical and digital records, ensuring that files are accurately labeled, stored, and easily accessible. Their duties include filing documents, retrieving records upon request, and ensuring confidentiality and proper handling of sensitive information. File Clerks may also manage document retention schedules and assist with archiving or purging outdated files. Strong attention to detail, organizational skills, and familiarity with filing systems are essential for success in this role, as they help ensure efficient record-keeping within the organization.

Duties / Responsibilities:

  • Keep records of materials filed or removed using logbooks or computers.
  • Add new material to file records or create new records as necessary.
  • Perform general office duties such as typing, operating office machines, and sorting mail.
  • Track materials removed from files to ensure that borrowed files are returned.
  • Gather materials to be filed from departments or employees.
  • Sort or classify information according to guidelines, such as content, purpose, user criteria, and chronological, alphabetical, or numerical order.
  • Find and retrieve information from files in response to requests from authorized users.
  • Scan or read incoming materials to determine how and where they should be classified or filed.
  • According to classification and identification information, place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers.
  • Assign and record or stamp identification numbers or codes to index materials for filing.

 

Skills / Requirements / Qualifications

  • Reading Comprehension: Understanding written sentences and paragraphs in work-related documents.
  • Active Listening: Giving full attention to what other people are saying, taking time to understand the points made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Speaking: Talking to others to convey information effectively.
  • Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
  • Time Management: Managing one's own time and the time of others.
  • Writing: Communicating effectively in writing as appropriate for the audience's needs.

 

Job Zones

  • Education: Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
  • Related Experience: Previous work-related skill, knowledge, or experience is required for these occupations.
  • Job Training: Employees in these occupations usually need one or two years of on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
  • Job Zone Examples: These occupations usually involve communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include food service managers, electricians, agricultural technicians, legal secretaries, interviewers, and insurance sales agents.
  • Specific Vocational Preparation in years: 1-2 years of preparation (6.0 to < 7.0)

 

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