File clerks are responsible for using bookkeeping software to create online spreadsheets and databases that ensure a company runs smoothly. Typical duties include keeping records of financial transactions, ensuring employee records remain organized and maintaining scans and copies of important paper documents.
When creating your file clerk job description, you should include the skills you seek in an employee. A file clerk must have math and computer skills and be highly organized. It is also a good idea to specify which bookkeeping software your employees should be knowledgeable about.
File clerks must be detail-oriented and have a strong sense of integrity because they will deal with sensitive company information on a daily basis. They should also have strong interpersonal skills to work with peers in a productive environment. The following file clerk job description can help you determine which information to include in your own description.
File Clerk Job Summary
Are you known as the organizer among your group of friends? Would you like to make a rewarding career out of your love for order? Do you spend a little too much money on office supplies? We are looking for an organized and detail-oriented self-starter to help us stay on our toes. As a member of our team, you will get to show off your skills by assisting with filing paper documents, maintaining spreadsheets, handling customer records and ensuring we have the necessary inventory on hand to remain productive. If you’ve always wanted to organize a big office using your favorite methods, now is your chance to get behind the wheel and help us keep our company running smoothly.
- Read incoming materials, determine how they should be filed and file them according to guidelines based on alphabetical, chronological or numerical order
- Create and modify inventory, customer, employee and financial records with complete accuracy on a daily basis
- Locate documents, ensure they provide the correct information and create copies to give to authorized recipients upon request
- Inspect materials once per week to ensure correct filing, and remove and destroy outdated files according to company and legal guidelines
- Maintain records of borrowed documents by using spreadsheet and scheduling software to track where they are in the building and ensure they are returned by the agreed upon date
- Work directly with other employees and clients on a daily basis to answer records-related questions or direct them to a person or resource that does answer their questions, while maintaining a professional and friendly attitude
- Design or modify filing systems and implement new ideas to streamline the productivity process and ensure records are easy to locate and maintain
- Type documents, answer telephones, process mail, greet clients and perform other general office duties as needed
Job Skills & Qualifications
- High school diploma or equivalent
- Ability to maintain strict deadlines
- Proficiency with Microsoft Office products
- Friendly and professional attitude
- Ability to sit or stand for long periods of time
- Some experience preferred
- FileSite experience a plus
File Clerk Job Responsibilities
The file clerk job description needs to convey a lot of information so you only receive applications from qualified individuals. Jobseekers need to understand what experiences and education they need to apply for this specific role. Additionally, the responsibilities the person will have on a daily basis needs to take up a significant portion of the description.
You should format the file clerk job responsibilities as a bulleted list. This makes it easy to read through, and it will be beneficial if the rest of the job description is rather lengthy. Each bullet point should begin with an interesting active verb that allows the reader to envision him or herself in the role. If you have a difficult time narrowing down what responsibilities to include, try to focus on ones the employee performs most frequently.
Some examples that would feel right at home on a file clerk job description include
- Perform an array of office activities, including answering telephones, processing packages and typing invoices
- Conduct routine data entry, inputting document information and file numbers into database
- Locate files and documents, and provide them to management in a timely manner
- Scan physical documents to upload them into database
File Clerk Job Specifications
The file clerk job description needs to mention skills and qualifications to keep underqualified individuals from applying. For example, file clerks typically only need a high school education to finish basic tasks. However, if you know this particular position requires more out of the clerk, you could specify how you want to see at least some college education.
You also need to be mindful of the type of skills you list. You want the file clerk job specifications somewhat sizable to give jobseekers a good idea of what they have to do. However, you do not want so many skills listed that qualified applicants avoid applying because they feel they do not meet all the criteria. To assist you in this endeavor, it can be helpful to speak with other people at the organization or even the person currently working as your file clerk. You can get valuable information about what skills are absolutely required and which are simply nice to have.
Here are some good qualifications to see on a file clerk job description:
Minimum of one year of experience working in an office setting Knowledge of multi-line phone systems Ability to work both independently and as part of a team Strong eye for detail Excellent time management skills