File Maintenance Clerk Job Description

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.

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If their supervisor gives them permission, they can destroy or archive any outdated files.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.

Clerks in Business and Industry

Clerks do many basic office tasks. They make up bills and payrolls, file papers and reports, sort emails, and enter data on the computer. Clerks work in hospitals and other places.

They work for businesses that make things. A clerk in some companies takes notes and writes things down. Clerks don't have to have minimum experience requirements.

Employers prefer candidates who have previous clerical work experience. Some employers prefer candidates with experience in retail, medicine or law, as well as customer service, because they think they'll be a good fit. A receptionist is responsible for greeting people who walk into the office and answering phone calls.

Some employers ask their Receptionists to do more work with computers. A clerk deals with a variety of tasks, including answering the phone, filing documents, typing documents and making appointments. The responsibilities of clerks vary depending on the company.

A clerk working for a hospital may answer admission inquiries and process student applications, while a clerk working for a university may only handle patient records. Clerks report to their supervisors in different ways. Town Clerks report to the governing board, while Bank Clerks report to the Branch Manager.

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.