File Clerk Job Description Template

Job Brief

We are looking for an organized File Clerk to do file management and maintenance. You will organize paperwork according to an efficient filing system and digitalize all important documents. You will be expected to protect and update files as well as make them easily accessible to your colleagues.

A file clerk must be organized and possess a serious understanding of confidentiality and data protection. The ideal candidate will be skilled in computers and detail-oriented.

The goal is to preserve the company’s records and manage paperwork effectively.

Responsibilities

Check incoming paperwork (correspondence, invoices etc.) and make copies before distributing
Sort all papers alphabetically and according to content, dates, significance etc.
Create or update records with new files and information
Store all paperwork in designated places securing the important documents
Enter paperwork into an electronic system either by data entry or by using optical scanners
Deal with all requests to access files and keep logs of borrowed papers
Develop an efficient filing system to make updating and retrieving files easier
Follow policies and confidentiality dictations to safeguard data and information
Monitor inventory of files, paper clips etc. and report shortages

Requirements

Proven experience as file clerk
Knowledge of filing systems
Very good knowledge of MS Office and office equipment such as photocopier, scanner etc.
Good command of English both oral and written
Dependable with a respect to confidentiality and policies
Excellent organizational skills
Great attention to detail
High school degree or equivalent

What does File Clerk do?

A file clerk's day-to-day responsibilities typically include:

Organizing and categorizing physical and electronic records: This involves sorting, labeling, and filing documents in a systematic manner. It may also involve digitizing physical files and ensuring the accuracy of digital recordkeeping systems.
Retrieving and distributing files: File clerks are responsible for locating and retrieving specific files requested by colleagues or clients. They may also maintain a tracking system to monitor the movement of files within an organization.
Managing file retention and disposal: File clerks ensure that files are retained for the required period and disposed of properly based on organizational policies and legal requirements. This may involve shredding or securely destroying documents that have exceeded their retention period.
Assisting with document management: File clerks often help in maintaining and updating databases and spreadsheets to track records and assist in data entry tasks. They may also assist in scanning, photocopying, and faxing documents as needed.
Auditing files and records: File clerks may conduct periodic audits to verify the accuracy, completeness, and integrity of records. This involves reviewing files, identifying discrepancies, and resolving any issues that arise.
Providing support in record retrieval for legal proceedings: In instances where legal action requires the retrieval of specific records, file clerks may assist lawyers and paralegals in locating and organizing the necessary documents for litigation or other legal purposes.
Assisting colleagues and clients with file-related inquiries: File clerks commonly respond to inquiries from colleagues and clients regarding file locations, status updates, or other file-related information. They may also provide guidance on proper file management procedures.

Overall, file clerks play a crucial role in maintaining organized and accessible records within an organization.

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