File Clerk Job Description [Updated for 2025]

In today’s data-driven world, the role of a file clerk has never been more vital.

As businesses and organizations continue to expand their archives, the demand for proficient individuals who can manage, organize, and protect these invaluable records grows ever more pressing.

But what does it truly mean to be a file clerk?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply intrigued by the behind-the-scenes operations of file management,

You’ve come to the right place.

Today, we provide you with a customizable file clerk job description template, perfect for posting on job boards or career sites.

Let’s get started.

File Clerk Duties and Responsibilities

File Clerks are responsible for ensuring that an organization’s records are accurately maintained and well-organized.

They handle the management and retrieval of files and documents as needed by the organization or individuals within it.

Their duties and responsibilities often include:

• Maintaining and updating files and records, including but not limited to, personnel records, financial records, and other related files
• Retrieving files and documents as requested by company employees or customers
• Sorting and filing documents in designated record boxes, drawers or filing cabinets
• Entering data of files and documents into computer systems
• Maintaining a log of files that are borrowed or removed to track the location of all files
• Scanning and photocopying documents as required
• Responding to internal and external requests for file and document retrieval
• Performing regular audits of files in order to ensure correct placement, legibility, and condition
• Assisting with the destruction or disposal of outdated files in accordance with established guidelines and procedures
• Performing general office duties such as answering phones, responding to emails, and assisting with other administrative tasks as needed

 

File Clerk Job Description Template

Job Brief

We are looking for an organized and detail-oriented File Clerk to manage all the paperwork and documents in our office.

The responsibilities of a File Clerk include organizing paperwork according to an efficient filing system and digitizing all important documents.

Our ideal candidate has excellent organizational skills, is comfortable dealing with confidential and sensitive information and has a basic understanding of clerical procedures.

Ultimately, the role of the File Clerk is to ensure that our company’s records are well-maintained in a way that is easy to retrieve, whenever needed.

 

Responsibilities

• Check incoming paperwork (correspondence, invoices etc.) and make copies before distributing
• Sort all papers alphabetically and according to content, dates, significance etc.
• Create or update records with new files and information
• Store all paperwork in designated places securing the important documents
• Enter paperwork into an electronic system either by data entry or by using optical scanners
• Deal with all requests to access files and keep logs of borrowed papers
• Develop an efficient filing system to make updating and retrieving files easier
• Follow policies and confidentiality dictations to safeguard data and information
• Monitor inventory of files, paper clips etc. and report shortages

 

Qualifications

• Proven experience as file clerk
• Knowledge of filing systems
• Very good knowledge of MS Office and office equipment such as photocopier, scanner etc.
• Good command of English both oral and written
• Dependable with a respect to confidentiality and policies
• Excellent organizational skills
• Great attention to detail
• High school diploma or equivalent is required

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: File Clerk
• Work Environment: Office setting with regular office hours. Some overtime may be required during peak business periods.
• Reporting Structure: Reports to the Office Manager or Administrative Supervisor.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $25,000 minimum to $35,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a File Clerk Do?

File Clerks work primarily in office environments across various industries.

They play an essential role in the organization and smooth running of a company’s records and documents.

Their primary responsibilities include managing and organizing all the paper and electronic files in the office.

They file, retrieve, sort, and store critical documents while maintaining an efficient filing system.

File Clerks often work with sensitive information, so they must ensure the security and confidentiality of all files.

This could include employee records, customer data, financial information, and legal documents.

They also assist other staff in locating and retrieving files, and sometimes, they are responsible for digitizing physical documents for electronic storage and retrieval.

File Clerks may also be tasked with administrative duties such as answering phones, data entry, and other clerical tasks.

 

File Clerk Qualifications and Skills

A competent file clerk should possess a range of administrative, organizational, and technical skills, including:

• Exceptional organizational skills to classify, label, store, and retrieve files when they are needed.
• Attention to detail to ensure all files and information are accurate and in the correct place.
• Basic computer skills to update and maintain digital databases, and proficiency with office software such as Microsoft Office.
• Good communication skills to interact with colleagues and superiors, and to handle queries about files and records.
• Ability to multitask, managing multiple requests and tasks concurrently without errors.
• Physical endurance and dexterity to handle potentially large volumes of files, and to spend periods of time standing or moving around.
• Confidentiality to handle sensitive information and maintain privacy.
• Problem-solving skills to deal with missing or misplaced files, and to create efficient filing systems.

 

File Clerk Experience Requirements

File Clerks usually require a high school diploma or equivalent, though no specific prior work experience is necessary for entry-level positions.

However, having previous experience in an office environment or handling clerical duties can be beneficial.

Some companies may prefer candidates who have 1 to 2 years of experience in file management or administrative support roles.

This experience can be gained through internships, part-time roles, or volunteering in office settings.

File Clerks with over 3 years of experience are often proficient in using file management software, carrying out routine office tasks, and may have experience with data entry or data analysis.

Those with more than 5 years of experience may have developed strong organizational skills, an eye for detail, and a good understanding of office procedures.

They may also have some supervisory experience and are likely ready for a more managerial role such as Office Manager or Administrative Supervisor.

 

File Clerk Education and Training Requirements

File Clerks typically have a high school diploma or equivalent.

This role does not require higher education, but courses in computer science, office administration, or a related field can be beneficial.

They need to have a strong understanding of office procedures and filing systems.

Knowledge of certain computer applications, such as Microsoft Office Suite and database systems, is also essential.

Some positions may require File Clerks to have previous office or clerical experience.

This experience often provides clerks with the necessary skills to maintain and organize large amounts of documents and electronic files.

There are no specific certifications required for File Clerks.

However, certifications in office administration, record management, or related fields can enhance a candidate’s employability and demonstrate their commitment to the profession.

File Clerks must have good organizational and time management skills, and they should be detail-oriented to avoid errors when filing documents.

 

File Clerk Salary Expectations

A File Clerk can expect to earn an average of $31,200 (USD) per year.

The actual salary may differ depending on factors such as years of experience, education, geographical location, and the specific organization they work for.

 

File Clerk Job Description FAQs

What skills does a file clerk need?

File Clerks should possess strong organizational and administrative skills as they are responsible for maintaining and organizing a high volume of files.

They should be detail-oriented to ensure the accurate filing of documents.

Basic computer skills, including proficiency in data entry and office software, are also essential.

Good communication skills are required for interacting with other staff members and departments.

 

Do file clerks need a degree?

A degree is not typically required for a File Clerk position.

Most employers will require a high school diploma or equivalent.

However, having a degree or coursework in areas like office administration or information management can be beneficial and may enhance job prospects.

 

What should you look for in a file clerk resume?

A File Clerk’s resume should demonstrate strong organizational skills, attention to detail, and proficiency in office software.

Experience in a similar role or any administrative role can be a plus.

Look for skills such as data entry, document scanning, and file system organization.

Any additional skills like customer service or office equipment operation can also be advantageous.

 

What qualities make a good file clerk?

A good File Clerk is highly organized and detail-oriented, ensuring the accurate and efficient filing of important documents.

They should be reliable and able to work with minimal supervision.

They must also possess good communication skills to interact with various departments and answer queries related to files.

A good File Clerk will also be discreet and maintain confidentiality, as they often handle sensitive information.

 

How is the job outlook for file clerks?

While digitization has led to a decrease in demand for File Clerks, there is still a need for these professionals in many industries.

Particularly in sectors where physical documents are still prevalent, such as healthcare and legal services, File Clerks play a vital role.

The ability to adapt and learn new technologies for digital file management can significantly increase job prospects in this role.

 

Conclusion

And there you have it.

Today, we’ve given you an inside look at what the role of a file clerk truly entails.

Guess what?

It’s not just about organizing files.

It’s about ensuring the efficient functioning of an office, one file at a time.

Armed with our comprehensive file clerk job description template and real-world examples, you’re ready to get started.

But why stop there?

Dive deeper with our job description generator. It’s your ticket to creating precise job listings or fine-tuning your resume to perfection.

Remember:

Every file is a piece of the larger organizational puzzle.

Let’s enhance that efficiency. Together.

Reasons to Become a File Clerk (Experience the Archive Adventure!)

How to Become a File Clerk (Complete Guide)

Disadvantages of Being a File Clerk (Sore Fingers Galore!)

Easy Does It: Jobs That Prove You Don’t Have to Work Hard to Live Well!

Against All Odds: Careers That Prosper in Economic Downturns

Chill Vibes Only: Discover the Top Low-Stress Jobs for a Zen Life

Workplace Warriors: The Bravest of the Brave in High-Risk Careers