File Clerk Job Description
File Clerks: A New Tool for the Electronic Archive, File Clerks: The Role of Computer Science and Business, The Job of a File Clerk and more about file clerk job. Get more data about file clerk job for your career planning.
- File Clerks: A New Tool for the Electronic Archive
- File Clerks: The Role of Computer Science and Business
- The Job of a File Clerk
- The Benefits of File Clerking
- The Job Description of a File Clerk
- A Review of File Clerks
- An Office Clerk with Experience in Computer Science
- Communication Skills for Clerical Workers
- A Job Description of a File Clerk
- A Career in Computer Science: The Role of File Clerks
File Clerks: A New Tool for the Electronic Archive
To make it easy to locate paper or electronic records when needed, file clerks use a system that is numerical or alphabetical. They organize and file documents. The bureau of labor statistics says that over 100,000 file clerks were employed in the U.S.
They work in a variety of professional offices. Any organization that creates a lot of paperwork hires file clerks. In addition to managing records, file clerks may be called on to assist in other areas, including greeting visitors, answering phones, typing memos, emails, and other types of documents, and handling confidential.
The employment of file clerks is expected to decline by 10% between 2016 and 2026 as organizations combine administrative functions, such as reception and filing, and the ability and ease of use of technological data storage continue to grow. In an office environment, file clerks spend most of their time sitting in front of a computer, retrieving and delivering files to other employees. The file clerks in a larger office have the chance to interact with many company personnel.
See also our article on Health Information Management Clerk career planning.
File Clerks: The Role of Computer Science and Business
If there is no system of organization in the company, a file clerk must learn it or create one. The specifics are usually dictated by the company's business practices. Medical clinics and law firms have separate systems for patient files and office-related paperwork, and both firms maintain robust files for cases and issues lawyers handle alongside individual client and expense files.
Clerks need to be able to quickly identify where a document is and put it away so that it will be easy to find again. Most businesses these days require their file clerks to use paper-based and electronic systems for keeping their files organized and stored. Clerks are often responsible for building online databases and keeping track of information that arrives in digital form.
The best clerks are usually familiar with the newer systems and comfortable with older ones. They must be able to locate a file no matter where it is and ensure that it is forwarded to the right person in the most convenient format possible. The educational requirements for becoming a file clerk are easy to meet.
A high school education with a willingness to be trained on the job is enough for employment. College courses in computer science, business, and office management can help an applicants stand out. Larger corporations often offer competitive benefits and compensation packages for clerks with strong potential, and file clerks are usually somewhat low-level employees.
The Job of a File Clerk
A file clerk organizes and files company documents. Their main duties include collecting documents from departments, developing an effective document storage and filing system and digitizing hard copies of documents. Companies use filing clerks to make sure their documents are organized and easily accessed by employees.
They create a system that organizes documents in chronological order. The file clerks are responsible for converting the files into a digital file and then returning the original document back to the owner. They may need to request the missing documents from the appropriate locations.
If their supervisor gives them permission, they can destroy or archive any outdated files. Some file clerks are responsible for completing light clerical duties, like greeting office visitors and making phone calls. Candidates with a high school degree or GED are more likely to be successful in the role of file clerk.
For more specialized roles, such as health care or finance, previous coursework in those disciplines may beneficial. Some candidates may have completed courses at a community college or technical school. It is relevant to have previous training with computers, word processing software, digital organization and database management.
Some candidates may only have the minimum education requirements, while others have previous administrative support experience. Roles may include Clerk, Receptionist or Administrative Assistant. Candidates with previous File Clerk positions may be required for roles with more complex tasks.
Read our column about District Clerk job planning.
The Benefits of File Clerking
A large amount of paperwork can make file clerks valuable. Many people find employment in legal offices. File clerks work full-time and may spend a good deal of the day on their feet.
Some people may move between floors. It is possible to have adequate hand dexterity and lift ability. Every office has its own methods.
The file clerks must be familiar with their employer's system. Knowledge of the filing system ensures that anyone who understands it can locate the paperwork. Papers related to court cases can be filed in a law office first by the last name of the lead attorney and then by the client.
In offices where filing methodology is not already in place, file clerks may be called upon to come up with a plan for arranging documents. The file clerk is often asked to find information by others inside the office and out. The file clerk may need to deliver the contents after they have been retrieved.
A copy of a patient's recent bloodwork may be required by another medical office before scheduling the patient for surgery. When someone borrows a file, the file clerks keep a record of it. Other administrative tasks that keep operations going may be assisted by file clerks.
The Job Description of a File Clerk
The file clerks are responsible for keeping the company running smoothly. Keeping records of financial transactions, ensuring employee records remain organized and maintaining scans and copies of important paper documents are some of the duties that are typical. You should include the skills you seek in an employee in your file clerk job description.
See our story about Admissions Clerk career description.
A Review of File Clerks
Some file clerks are able to help the employees locate the files by making records of the files. Good management skills are required to maintain the file system of a company. A file clerk is the most important person in the organization.
An Office Clerk with Experience in Computer Science
An effective office clerk is able to work hard to keep the office running smoothly. You must be reliable and have good communication skills. The ideal candidate will be familiar with office equipment.
Read our column about Data Entry Clerk career description.
Communication Skills for Clerical Workers
Communication skills are important for clerical workers to have. They will answer phones, write memos, send emails, and greet clients and customers. The difference between a long-term career and a short-term one is dependent on how effective clerks and secretaries are in communicating with their co-workers.
The office runs smoothly if the clerks and secretaries are organized. Keeping track of the employer's schedule, answering emails and phone calls, and maintaining files are some of the tasks they will do. Being able to adapt will help you thrive in a fast-paced environment.
You will be expected to be reliable for your colleagues and to get the job done. Doing so effectively will require a range of skills. Some cases in which your boss or superior is unable to help you, may be.
A Job Description of a File Clerk
Health care centers, social services, and law firms are where file clerks are employed. A file clerk is hired by an organization that needs to generate a lot of electronic documents. Their job duties include organizing and filing data, retrieving data, uploading electronic files, up keeping office spaces for storing data, preparing the record for off-site storage, maintaining file rooms and disposing of files as per document retention schedules.
The file clerks are responsible for sorting and creating documents. They need to develop a filing system that is efficient and easy to use. A skilled clerk with a performance-driven and skilled background is proficient at organizing and supervising confidential documents using various office management programs and tools.
A nice column on Insurance Verification Clerk job guide.
A Career in Computer Science: The Role of File Clerks
The average salary for a file clerk is dependent on their experience level, industry they work in and where the job is located. There is a chance for a higher salary with more experience. The salary link is where you can find the most up-to-date salary information.
A high school degree is required for most file clerks. Some employers prefer that the candidate has a degree in another field. If you want to become a file clerk, you can improve your chances of getting the job by taking computer classes that teach you how to use a word-processing system or create a spreadsheet.
The file clerks have a lot of files and must have good organizational skills. They will need an efficient system for organizing both paper and digital files so they can find them quickly. The system should be easy to understand by other employees.
A file clerk should be able to motivate themselves to get the work done because they often work with minimal supervision. It is helpful to create a method to organize their work. They will need to know how to prioritize their tasks and which order to do them.
They should be detail oriented so they can file their documents in the correct places. A file clerk should know how to keep data secure, since they may help organize documents needed to perform taxes. They may enter large amounts of data on the computer and need to confirm all information is correct before submitting it.