File Clerks Occupation Details

General Job Description and Education/Training Levels for File Clerks

The main tasks and work activities of File Clerks are to file documents or records, track goods or materials, compile data or documentation, read materials to determine needed actions. In general, for the File Clerks, reading Comprehension, active Listening, time Management, service Orientation and other 6 skills are required.

File Clerks Job Description
Education	These occupations usually require a high school diploma.
Related Experience	Some previous work-related skill, knowledge, or experience is usually needed. For example, a teller would benefit from experience working directly with the public.
Job Training	Employees in these occupations need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with these occupations.
Example	These occupations often involve using your knowledge and skills to help others. Examples include orderlies, counter and rental clerks, customer service representatives, security guards, upholsterers, and tellers.

The following chart shows the education/training levels for File Clerks jobs. 40.08% of File Clerks have High School Diploma (or the equivalent) and 10.59% of File Clerks have Post-Secondary Certificate.

Less than a High School Diploma

7.11%

High School Diploma (or the equivalent)

40.08%

Post-Secondary Certificate

10.59%

Some College Courses

4.97%

Associate's Degree (or other 2-year degree)

10.36%

Bachelor's Degree and Above

26.89%

Tasks and Work Activities of File Clerks

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.

Interacting With ComputersUsing computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Organizing, Planning, and Prioritizing WorkDeveloping specific goals and plans to prioritize, organize, and accomplish your work.
Getting InformationObserving, receiving, and otherwise obtaining information from all relevant sources.
Establishing and Maintaining Interpersonal RelationshipsDeveloping constructive and cooperative working relationships with others, and maintaining them over time.
Communicating with Supervisors, Peers, or SubordinatesProviding information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Performing Administrative ActivitiesPerforming day-to-day administrative tasks such as maintaining information files and processing paperwork.
Processing InformationCompiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Documenting/Recording InformationEntering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Updating and Using Relevant KnowledgeKeeping up-to-date technically and applying new knowledge to your job.
Identifying Objects, Actions, and EventsIdentifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

File documents or records.
Track goods or materials.
Compile data or documentation.
Read materials to determine needed actions.
Store items.
Attach identification information to products, items or containers.
Provide information to coworkers.
Develop data analysis or data management procedures.
Store records or related materials.
Operate office equipment.
Enter information into databases or software programs.
Type documents.
Sort mail.
Maintain inventory records.
Search files, databases or reference materials to obtain needed information.
Verify accuracy of financial or transactional data.

Skills and Abilities for File Clerks

Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
Active ListeningGiving 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 ManagementManaging one's own time and the time of others.
Service OrientationActively looking for ways to help people.
Social PerceptivenessBeing aware of others' reactions and understanding why they react as they do.
MonitoringMonitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Critical ThinkingUsing logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
SpeakingTalking to others to convey information effectively.
WritingCommunicating effectively in writing as appropriate for the needs of the audience.

Information OrderingThe 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 FlexibilityThe ability to generate or use different sets of rules for combining or grouping things in different ways.
Near VisionThe ability to see details at close range (within a few feet of the observer).
Written ComprehensionThe ability to read and understand information and ideas presented in writing.
Oral ComprehensionThe ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral ExpressionThe ability to communicate information and ideas in speaking so others will understand.
Perceptual SpeedThe 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 ExpressionThe ability to communicate information and ideas in writing so others will understand.
Flexibility of ClosureThe ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.
Inductive ReasoningThe ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
Deductive ReasoningThe ability to apply general rules to specific problems to produce answers that make sense.
Problem SensitivityThe ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
Speech ClarityThe ability to speak clearly so others can understand you.
Speech RecognitionThe ability to identify and understand the speech of another person.
Selective AttentionThe ability to concentrate on a task over a period of time without being distracted.

Inkjet printerse.g. Computer inkjet printers
Photocopierse.g. Copy machines
Scannerse.g. Document scanners
Rubber stamping stampse.g. Document stamps
Filing cabinets or accesoriese.g. File cabinets
Laser fax machinee.g. Laser facsimile machines
Filing cabinets or accesoriese.g. Mechanized file systems
Microfiche or microfilm viewerse.g. Microfiche viewing equipment
Microfiche or microfilm viewerse.g. Microfilm viewing equipment
Special purpose telephonese.g. Multiline telephone systems
Personal computerse.g. Personal computers
Ladderse.g. Stepladders

ClericalKnowledge 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 LanguageKnowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Computers and ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Customer and Personal ServiceKnowledge 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.

File Clerks Occupation Detailed Description

Tasks and Work Activities of File Clerks

Skills and Abilities for File Clerks