File Clerk Job Description: Top Duties and Qualifications

Last updated: June 22, 2022

A File Clerk, or Filing Clerk, organizes and files certain company documents and records like invoices, receipts and forms. Their main duties include collecting documents from departments, developing an effective document storage and filing system and digitizing hard copies of documents.

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File Clerk duties and responsibilities

File Clerks perform many organizational tasks to ensure the professionals they support have the most accurate and up-to-date documentation they need when they need it. Their duties and responsibilities often include:

  • Developing and maintaining databases
  • Labeling and updating paper files
  • Putting files, digital or paper, into their proper locations 
  • Gathering and organizing files and documents for coworkers’ use, such as for reports
  • Maintaining supply inventories
  • Troubleshooting computers, printers, fax machines, scanners, shredders and other office equipment
  • Calling for maintenance and repairs of various office equipment as needed
  • Answering phone calls and emails regarding documentation organization 
  • Photocopying and sending faxes
  • Sorting, delivering, picking up and sending mail
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What does a File Clerk do?

Filing Clerks are employed by companies to make sure their documents are properly stored and organized for employees to easily retrieve for later use. They typically create a filing system and organize documents in orders like chronological, alphabetical, subject matter or numerical. 

File Clerks may be given hard copies of files, which they’re responsible for converting into a digital file and then returning the original document back to the owner. If they’re missing other important documents, they may need to request them from the necessary locations. They may also destroy or archive any files that are outdated if granted permission or instruction by their supervisor. Some File Clerks are also responsible for completing light clerical duties as well, like sending emails, making phone calls and greeting office visitors.

File Clerk skills and qualifications

File Clerks use a variety of soft skills to provide the most comprehensive administrative and organizational support they can, including::

  • Effective verbal and written communication skills
  • Good active listening skills
  • Proficiency with computers, software and databases
  • High typing speed and accuracy
  • Great time management, prioritization and multitasking abilities
  • Problem-solving and decision-making abilities
  • Very keen attention to detail
  • Discipline and focus

File Clerk salary expectations

File Clerks make an average of $13.62 per hour. Pay rate may depend on level of education, experience and geographical location.

File Clerk education and training requirements

File Clerk candidates are likely to have a high school diploma or GED, which typically provides candidates the soft skills and basic computer skills needed to be successful in the role. For more specialized roles or those in specific industries, such as health care or finance, previous coursework in those disciplines may be beneficial. For instance, some candidates may have completed courses from a community college or technical school in health care information management or business administration. Previous training with computers, word processing software, digital organization and database management may also be relevant.

File Clerk experience requirements

Some File Clerk candidates may have only completed the minimum education requirements, while other candidates may have previous administrative support experience. Some roles may include Clerk, Receptionist or Administrative Assistant. For roles with more complex tasks, candidates with directly relevant experience in previous File Clerk positions may be required. For those in specific industries, like health care or accounting, previous experience working in that industry may also be beneficial.

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Frequently asked questions about File Clerks

 

What makes a good File Clerk?

An effective File Clerk must be organized, as they should come up with a system that keeps all files properly stored and easy to locate in the future. Some File Clerks are often responsible with retrieving, filing or storing several documents at once, so they should have great task management skills to prioritize completion of filing or distributing certain documents and files. Great candidates are detail-oriented to help them make sure they’re giving or retrieving the correct file to or from the right person. 

 

Do File Clerks have different responsibilities in different industries?

File Clerks typically hold similar duties of filing documents for an organization. Some File Clerks work for basic offices, where they must file a few documents each day and spend the remaining work time completing clerical tasks around the office. Other File Clerks work for large warehouses, managing several files each day at once. There are also File Clerks who work for government entities, history museums or libraries, filing and retrieving important historical documents about a certain town or region. 

 

Who does a File Clerk report to?

The person a File Clerk reports to typically depends on the type of workplace they’re in. If they work in a smaller company, they may report directly to the CEO or owner of the company. In larger companies, File Clerks report directly to an Office Manager, or any other individual in charge of the daily operations of the office. 

Some File Clerks who work in large warehouses may be part of a team and have a Senior File Clerk or File Clerk Manager, who assigns them certain tasks and oversees their job duties to ensure they’re organizing documents correctly. 

 

What's the difference between a File Clerk and a Receptionist?

While they both have responsibilities that overlap with each other, a File Clerk and Receptionists hold key differences when it comes to their job titles. A Receptionist works in an office environment, greeting visitors and making sure the office looks presentable for guests. They’re primarily responsible for handling clerical duties like scheduling meetings, maintaining a company calendar and sorting through the company’s mail. 

Some of their duties involve filing and organizing documents, while a large majority of File Clerks’ duties center on filing and sorting through company documents. File Clerks may sometimes complete light clerical duties that a Receptionist typically performs, but they don’t usually complete as many clerical duties as a Receptionist does.

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