File Clerks

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Also known as:
Cut File Clerk, Document Clerk, File Clerk, File Keeper, Index Clerk, Records Clerk

SNAPSHOT
File correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order or according to the filing system used. Locate and remove material from file when requested.
Leadership
HIGH
Critical decision making
LOW
Level of responsibilities
HIGH
Job challenge and pressure to meet deadlines
HIGH
Dealing and handling conflict
LOW
Competition for this position
LOW
Communication with others
HIGH
Work closely with team members, clients etc.
HIGH
Comfort of the work setting
HIGH
Exposure to extreme environmental conditions
LOW
Exposure to job hazards
LOW
Physical demands
LOW
Daily tasks

Modify or improve filing systems or implement new filing systems.

Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements.

Perform periodic inspections of materials or files to ensure correct placement, legibility, or proper condition.

Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.

Track materials removed from files to ensure that borrowed files are returned.

Add new material to file records or create new records as necessary.

Keep records of materials filed or removed, using logbooks or computers and generate computerized reports.

Answer questions about records or files.

Scan or read incoming materials to determine how and where they should be classified or filed.

Find, retrieve, and make copies of information from files in response to requests and deliver information to authorized users.

Gather materials to be filed from departments or employees.

MAIN ACTIVITIES
Interacting With Computers Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Organizing, Planning, and Prioritizing Work Developing specific goals and plans to prioritize, organize, and accomplish your work.
Getting Information Observing, receiving, and otherwise obtaining information from all relevant sources.
Establishing and Maintaining Interpersonal Relationships Developing constructive and cooperative working relationships with others, and maintaining them over time.
Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Processing Information Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Performing Administrative Activities Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Documenting/Recording Information Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
AREAS OF KNOWLEDGE
Clerical Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Computers and Electronics Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Customer and Personal Service Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Mathematics Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
Personnel and Human Resources Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
Administration and Management Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Economics and Accounting Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
TOP SKILLS
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 being made, asking questions as appropriate, and not interrupting at inappropriate times.
Service Orientation Actively looking for ways to help people.
Social Perceptiveness Being aware of others' reactions and understanding why they react as they do.
Monitoring Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
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.
Speaking Talking to others to convey information effectively.