What does a File Clerk do?

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.

Jobs Roles

  • Add new material to file records or create new records as necessary.
  • 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, or chronological, alphabetical, or numerical order.
  • Scan or read incoming materials to determine how and where they should be classified or filed.
  • 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.
  • Answer questions about records or files.
  • Modify or improve filing systems or implement new filing systems.
  • Perform periodic inspections of materials or files to ensure correct placement, legibility, or proper condition.
  • Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements.
  • Operate mechanized files that rotate to bring needed records to a particular location.
  • Design forms related to filing systems.
  • Retrieve documents stored in microfilm or microfiche and place them in viewers for reading.
  • Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.
  • Perform general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials.
  • Keep records of materials filed or removed, using logbooks or computers and generate computerized reports.
  • Find, retrieve, and make copies of information from files in response to requests and deliver information to authorized users.
  • Complete general financial activities, such as processing accounts payable, reviewing invoices, collecting cash payments, or issuing receipts.
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