Office File Clerk Job Description [Updated for 2025]

In the modern business world, the need for efficient Office File Clerks is more crucial than ever.

As businesses grow and data expands, the demand for organized, detail-oriented individuals capable of managing our office files and record systems becomes more pronounced.

But let’s delve deeper: What is truly expected from an Office File Clerk?

Whether you are:

• A job seeker trying to understand the core responsibilities of this role,
• A hiring manager determining the perfect candidate,
• Or simply curious about the inner workings of office file management,

You’re in the right place.

Today, we present a customizable Office File Clerk job description template, designed for easy posting on job boards or career sites.

Let’s dive right into it.

Office File Clerk Duties and Responsibilities

Office File Clerks are primarily responsible for managing and organizing an organization’s documents in a way that makes them easily accessible.

They are typically in charge of all files and records within the office and often use various types of software to accomplish their tasks.

Office File Clerks have the following duties and responsibilities:

• Collect and organize all the files and important documents within the office
• Maintain and update physical and digital filing systems
• Retrieve files and documents as requested by office staff and customers
• Ensure all documents are stored securely, but are also easily accessible
• Digitize physical files and store them in electronic databases
• Prepare and index documents for scanning
• Create and maintain a file tracking system to track all documents that come into and leave the office
• Dispose of obsolete files in accordance with document retention regulations
• Assist in office administrative tasks such as photocopying, faxing and mailing
• Perform regular audits and quality checks to ensure all files are accurately cataloged and up to date

 

Office File Clerk Job Description Template

Job Brief

We are seeking a well-organized and reliable Office File Clerk to join our team.

The File Clerk will be responsible for storing, managing and tracking company documents, while ensuring the accurate and timely storage of information.

The ideal candidate is detail-oriented, comfortable working with both paper documents and electronic filing systems, and capable of managing and maintaining effective filing systems.

 

Responsibilities

• Organize and file documents for various departments
• Maintain and update filing, inventory, mailing, and database systems
• Process and scan files to be entered into the computer in digital database
• Perform data entry tasks, such as updating records and information
• Respond to requests to retrieve files
• Destroy files as per company and legal requirements
• Follow policies and confidentiality dictations to safeguard data and information

 

Qualifications

• Proven experience as a 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

 

Additional Information

• Job Title: Office File Clerk
• Work Environment: Office setting. The position may require some physical effort such as lifting, bending or standing for long periods of time.
• Reporting Structure: Reports to the Office Manager or designated 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 an Office File Clerk Do?

Office File Clerks are administrative professionals who work in a variety of industries, primarily in office settings.

They are responsible for managing and maintaining an organization’s records.

This includes filing documents, retrieving files, and reorganizing records as required.

Their role often involves data entry, entering information from various sources into the company’s database or spreadsheets.

They may also be tasked with creating reports from this data.

Office File Clerks often have to handle sensitive or confidential information, requiring a high level of integrity and discretion.

In addition, they may also assist in scanning and photocopying documents, distributing mail within the office, and other general clerical duties as needed.

Their role is crucial in keeping the office organized and ensuring that all documents are easily accessible when needed.

 

Office File Clerk Qualifications and Skills

An efficient Office File Clerk should possess skills and qualifications that align with your job description, such as:

• Strong organizational skills to arrange, manage, and update files in an orderly manner.
• Attention to detail is crucial to ensure accuracy in file retrieval, filing, and other clerical duties.
• Basic understanding of administrative and clerical procedures and systems such as record management and filing.
• Proficiency in using computers and relevant software applications, like MS Office, for data entry and file management.
• Good interpersonal skills to interact with colleagues and superiors, responding to file retrieval requests and other inquiries.
• Physical abilities to lift and transport files and boxes, and to stand or sit for extended periods.
• Problem-solving skills to troubleshoot filing system issues, misplaced documents, and other common office problems.
• Time management skills to ensure that tasks are completed on time and in an efficient manner.
• Communication skills to understand instructions, relay information, and address queries regarding the filing system.
• Confidentiality to handle sensitive and classified information with discretion.

 

Office File Clerk Experience Requirements

Office File Clerks typically need at least a high school diploma or equivalent with a few months to a year of experience in clerical work.

This could be through part-time jobs, internships, or vocational training programs where they gain experience in file management, record keeping, and office procedures.

Candidates with 1 to 2 years of experience usually have a good understanding of office workflow, are familiar with digital and physical filing systems, and are proficient in using office equipment such as photocopiers, scanners, and multi-line phone systems.

Those with more than 3 years of experience often have developed excellent organizational skills, have a thorough understanding of data confidentiality principles, and might have experience in customer service or data entry roles.

Individuals with more than 5 years of experience may have superior administrative skills and may have had the responsibility of training or supervising junior clerks.

These senior clerks may be suitable for roles requiring team coordination or a higher level of discretion and trust.

 

Office File Clerk Education and Training Requirements

Office File Clerks typically require a high school diploma or equivalent education.

Basic knowledge of office administration and filing systems is beneficial for this role.

Many file clerks gain these skills through entry-level positions in office settings or through vocational training programs.

They must also have knowledge of computer systems and software, particularly Microsoft Office Suite, as they are often required to create electronic filing systems, manage databases, and input data accurately.

Many employers prefer candidates with prior administrative or clerical experience.

Having experience in a specific industry may also be beneficial as file clerks often deal with industry-specific documents and information.

In terms of training, Office File Clerks may receive on-the-job training to learn about the specific filing systems and procedures used by their employer.

They might also benefit from courses or training in information management or records management.

While not typically required, certification as a Certified Records Manager (CRM) may be beneficial for advancement in this field.

The certification process involves meeting education and work experience requirements, as well as passing a series of exams.

Continuing education is also important as technological advances continue to change the way information is stored and managed.

 

Office File Clerk Salary Expectations

An Office File Clerk earns an average salary of $30,200 (USD) per year.

However, the actual earnings can vary based on factors like the level of experience, the size and industry of the employing company, and the geographical location of the job.

 

Office File Clerk Job Description FAQs

What skills does an Office File Clerk need?

Office File Clerks need to have strong organizational skills to manage and maintain files in an orderly manner.

Attention to detail is crucial to ensure accurate data entry and retrieval of files.

They should also possess good computer skills for digital record management, and excellent communication skills to interact with colleagues and management.

 

Do Office File Clerks need a degree?

No, Office File Clerks typically do not require a degree.

However, a high school diploma or equivalent is generally required.

Some organizations may prefer candidates with an associate’s degree or relevant experience.

Courses in computer science, office administration, or data management can be beneficial.

 

What should you look for in an Office File Clerk resume?

Look for candidates who have previous experience in office administration or records management.

Proficiency in using computer software for data management, such as Microsoft Office Suite or specific database management software, is also important.

Attention to detail and organizational skills are key traits to consider.

 

What qualities make a good Office File Clerk?

A good Office File Clerk is meticulous and organized, effectively managing a variety of tasks simultaneously.

They must have a keen eye for detail to avoid errors in filing or retrieving records.

Good communication skills are necessary for clarifying queries or issues with colleagues and superiors.

Office File Clerks should also be comfortable with repetitive tasks and maintain a high level of confidentiality.

 

Is it difficult to hire Office File Clerks?

Recruiting Office File Clerks isn’t generally difficult as the role typically requires basic qualifications and skills.

However, finding candidates with the right combination of attention to detail, organization skills, and understanding of data management may pose a challenge.

It is crucial to assess these skills through practical tests during the hiring process.

 

Conclusion

And there we have it.

Today, we’ve delved into the intricate world of being an office file clerk.

Surprised?

It’s not just about managing documents.

It’s about ensuring smooth operations, one file at a time.

Armed with our comprehensive office file clerk job description template and real-life examples, you’re ready to make your move.

But why limit yourself?

Explore more with our job description generator. It’s your perfect guide to creating meticulous job listings or fine-tuning your resume to perfection.

Remember:

Every file managed is a step towards organizational efficiency.

Let’s achieve that efficiency. Together.

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