File Clerks

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Also known as:  Cut File Clerk, Document Clerk, File Clerk, File Keeper, Index Clerk, Records Clerk
SNAPSHOT Expand
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
LOW
Critical decision making
LOW
Level of responsibilities
LOW
Job challenge and pressure to meet deadlines
HIGH
Dealing and handling conflict
LOW
Competition for this position
LOW
Communication with others
LOW
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
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DAILY TASKS Expand
Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements.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.
Answer questions about records or files.
Keep records of materials filed or removed, using logbooks or computers.
Find and retrieve information from files in response to requests from authorized users.
Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
Assign and record or stamp identification numbers or codes to index materials for filing.
Gather materials to be filed from departments or employees.
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.
Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
MAIN ACTIVITIES Expand
Documenting/Recording Information Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Performing Administrative Activities Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Organizing, Planning, and Prioritizing Work Developing specific goals and plans to prioritize, organize, and accomplish your work.
Establishing and Maintaining Interpersonal Relationships Developing constructive and cooperative working relationships with others, and maintaining them over time.
Interacting With Computers Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Processing Information Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Getting Information Observing, receiving, and otherwise obtaining information from all relevant sources.
AREAS OF KNOWLEDGE Expand
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.
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.
Computers and Electronics Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Mathematics Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
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.
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.
Education and Training Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
KEY ABILITIES Expand
Written Comprehension The ability to read and understand information and ideas presented in writing.
Information Ordering The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Category Flexibility The ability to generate or use different sets of rules for combining or grouping things in different ways.
Near Vision The ability to see details at close range (within a few feet of the observer).
Oral Comprehension The ability to listen to and understand information and ideas presented through spoken words and sentences.
Perceptual Speed The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.
Written Expression The ability to communicate information and ideas in writing so others will understand.
Oral Expression The ability to communicate information and ideas in speaking so others will understand.
TOP SKILLS Expand
Reading Comprehension Understanding written sentences and paragraphs in work related documents.
Speaking Talking to others to convey information effectively.
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.
Time Management Managing one's own time and the time of others.
Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Writing Communicating effectively in writing as appropriate for the needs of the audience.
Social Perceptiveness Being aware of others' reactions and understanding why they react as they do.
Judgment and Decision Making Considering the relative costs and benefits of potential actions to choose the most appropriate one.
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