Information record clerks perform clerical duties that include filing and organizing records and collecting information. Clerks may maintain computer systems and/or paper filing systems. They also sometimes act as public liaisons, answering questions and providing information upon request to the public or company employees.
An information record clerk job description should explain the importance of organizational and communication skills in this position. You should also note that clerks often have access to confidential information, so they must be trustworthy and possess integrity.
Clerks usually do not need a degree but will undergo on-the-job training. Advancement into other administrative positions may be possible. To learn more about what to include in your information record clerk job description, please review the following example.
Information Record Clerk Job Summary
We are looking to add a personable, reliable and trustworthy information record clerk to our busy office staff. If you have exceptional organizational skills, a drive to work in a fast-paced environment and skills with computer record management, then you may be the perfect fit. You should be experienced in working in an office environment and have strong customer service skills. You also should be open to learning our filing and records system through a two week, in-office training program. We offer the chance to advance into more senior-level administrative positions within the office, along with providing a friendly and vibrant work environment.
- Process, file and organize records and files according to company policies and procedures in both computer and paper filing systems
- Provide customer service to individuals requesting information while also following company guidelines and observing any legal restrictions on information sharing
- Operate telephone systems to answer and route incoming and interoffice calls, along with taking and delivering messages, scheduling appointments and managing call routing based on requests and company policies
- Research records upon request and maintain logs of requests by tracking the movement of files and information through schedules and calendars to ensure no records are lost or misplaced and that they are returned when borrowed
- Preparing new files and setting them up in both the computer and paper systems according to company procedures to ensure information is complete and files are included in all systems
- Assist with the management and routine assessment of inventory and supplies
- Compose correspondence to external and internal parties as requested
- Charge, record and process payments or fees by cash, credit card or check for information requests
Job Skills & Qualifications
- High school diploma or GED
- Clean criminal background
- Excellent typing and computer skills
- Experience or skills in using general office equipment, including telephone systems, copiers and fax machines
- Experience in a clerical or customer service position
- Physically able to lift up to 25 pounds
- College degree in a related field
Information Record Clerk Job Responsibilities
When jobseekers look at your information record clerk job description, what they’ll be most interested in is likely the responsibilities section. This is where they’ll expect to learn about everyday tasks and expectations. Because this section is so critical, it’s worth your time to put special thought and care into creating a thorough description. This will ultimately help attract qualified applicants and deter those who are either overqualified or underqualified and those who have little interest in performing the duties of the job.
Bullet points are an ideal way to organize the responsibilities section of your information record clerk job description. Include the most critical duties, but don’t worry about listing every little detail. Hit the sweet spot of 6-8 items so jobseekers get an immediate feel for the position without being bogged down with minutiae. Use strong action verbs rather than weaker options like “does” or “is.”
Here are some examples of information record clerk job responsibilities to help you:
- Perform clerical duties as requested, including filing, documentation, spreadsheet creation and data entry
- Keep detailed and up-to-date digital records for easy retrieval
- Process forms and applications following appropriate legal codes and regulations
- Assist general public with form completion, information retrieval and application queries
- Maintain record databases using electronic storage media and proprietary content management systems
Information Record Clerk Job Specifications
To create a strong information record clerk job description, you’ll need a solid list of qualifications and skills. This is crucial for weeding out unqualified applicants. When jobseekers read through the list and realize they are lacking in skills, they’re less likely to apply for the position. This saves you valuable time that you can spend interviewing applicants with relevant skills and experience.
Include not only soft skills, but hard skills and education background as well. If it’s important to have an employee with a certain level of education, say so. Here’s where it’s helpful to think about “must haves” versus “nice to haves.” Is several years’ experience as a clerk a must, even if the person doesn’t have an advanced degree? Then be sure to explicitly communicate this.
You can gain further insight by communicating with the hiring manager or the person who will serve as supervisor for the position. Getting input on specific qualifications the employee needs to have will greatly enhance your information record clerk job description.
If you need some inspiration, these sample information record clerk job specifications can serve as a good starting place:
- Expert in clerical duties, including word-processing, recordkeeping, file management, transcription and data entry
- Knowledgeable of legal codes and regulations
- Superior documentation and organization skills
- Comfortable communicating with the general public about court appearances, paperwork and filing requirements
- Associate’s degree with 2 years’ experience in a courtroom environment strongly preferred; high school diploma with 4 or more years’ experience considered