What qualities make a good File Clerk?

When searching for a File Clerk candidate, look for someone with strong reading, writing, and grammar skills, and who values excellent and timely communication. This position is often the first person to interact with clients and staff members, so it is essential that they can work well in a team and represent your company.

File Clerk Job Description [Updated 2025]

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File Clerks, or Office Clerks, work in offices throughout the public and private sector and perform several administrative tasks, primarily filing. Their other duties include preparing correspondences, statements, and reports. They also answer phone calls and emails, and process various documents.

File Clerk duties and responsibilities

This position requires the candidate to perform detail-oriented and time-sensitive tasks, and a need to verify every aspect of a document before filing it into the company’s systems. Specific duties and responsibilities include:

Receiving, acting on, and archiving reports, emails, faxes, letters, and other forms of correspondence
Scanning and uploading documents into storage systems
Forwarding communication to the correct party, whether internal or external
Assisting staff members with finding documentation to support their work
Answering and directing emails, phone calls, and in-person communication
Executing administrative duties such as proofreading, editing, invoicing, photocopying, and mailroom services
Entering client information into databases or other storage systems

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Hire your next File Clerk today.

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File Clerk Job Description Examples:

Example 1

CFS Admin Support/File Clerk

Employment Opportunity

The MLTC Child & Family Services Department is seeking a dynamic, highly motivated individual to fill the full-time, permanent position of CFS Admin Support/File Clerk. The CFS Admin Support/File Clerk will provide administrative support services as required and assigned; is required to demonstrate initiative; determine the sequence in which tasks are performed, and the work methods utilized for task completion.

Duties include but are not limited to:

Demonstrating excellent public relations skills while interacting with all MLTC guests and employees
Filing: o Monitor files on a regular basis (Inactive/Active files) o Ensure employees sign files in and out o Develop and maintain a list of all files o Etc.
Typing, copying, faxing, emails, mail, operating various office equipment.
Meeting Preparation – provide assistance with notifications, agenda, assembling correspondence, kits, etc.
Supplies – order, tracking, storage and delivery of supplies ordered for Staff.
Other duties as assigned by Supervisor.

Qualifications:

Minimum:

Grade 12
Appropriate combination of education and relevant work experience may be considered.

Preferred:

Certificate/Diploma in Office Admin from a recognized institute with related experience & knowledge

Example 2

A busy, local, full-service law firm, HSL is currently looking for the right individual to be a legal file clerk. This is a full time permanent position. Experience in a law office, or other related office experience, is an asset, but training will be provided to the successful candidate if you have the drive, skills and personality we are looking for!

Duties:

Provide support to Lawyers and Legal Clerks/Assistants
General clerical duties such as scanning, filing
Reception duties
Additional duties as directed by Partners

Qualifications:

Previous office experience is an asset
Experience with Microsoft Office Suite

What We Offer:

Competitive base salary
Comprehensive benefit plan
RRSP plan with employer contributions
Education assistance

Wage: Based on experience

Job Types: Full-time, Permanent

Salary: From $30,000.00 per year

Benefits:

Dental care
Disability insurance
Employee assistance program
Extended health care
Life insurance
Paid time off
RRSP match
Vision care
Wellness program

Schedule:

Day shift
Monday to Friday

Ability to commute/relocate:

Kenora, ON: reliably commute or plan to relocate before starting work assistant: 1 year (preferred)

Example 3

JOBPosting – Listowel SITE

Position Posting # L23-98

Position: Medical Records File Clerk

UNIT: Medical Records

Status:Casual

START DATE:As soon as possible

Salary RANGE: $$21.48 - $25.29 per hour

Position Summary:

As part of the Health Records Department the File Clerk is responsible for the management of the health records.

Maintaining the completion, scanning and filing of all patient files.

Qualifications:

Post-secondary diploma in Medical Office Administration
6 months to 1-year experience in a health care environment

Effort:

Moderate degree of Physical Effort
Average degree of mental effort and analysis

Position-Specific Responsibilities AND TASKS:

Proficiency working in a fast-paced office environment with multiple interruptions
Expertise in medical terminology
Processing daily charts, chart deficiencies
Prepare correspondence in response to written request for copies of personal health information for circle of care and third party
Scanning charts, printing records from electronic record, and pulling paper charts for other departments in the hospital and clinics when needed.
Answering the phone and completing requirements of the phone calls.
Faxing materials
Other administrative duties as required
Providing coverage for switchboard/registration

HOURS OF WORK:Normal business hours (Monday to Friday)

Job Type: Casual

Schedule:

Monday to Friday

Work Location: In deadline: 2023-09-07

Example 4

Are you looking to work for a great company? Then look no further! We have a temporary opening for a Receptionist/File Clerk for a 4-month period to a possibility of a full-time position in our very fast-paced office to start July 22, 2024. You MUST be a good team player with a positive and friendly attitude. You absolutely MUST be able to pay attention to many small details, take direction from your Supervisor, be willing “to do what it takes” to get the job done and MUST be good at multi-tasking*.*

Duties would include the following, but are limited to:

Answer a busy multi-line phone system in a professional ongoing manner, file daily and make files, arrange for couriers locally, call clients regarding order information, order office supplies, maintain the lunchrooms, washrooms and help other departments where needed.

Starting wage is $19.00 per hour.

Proficient knowledge of Microsoft Word, Outlook and Excel is a MUST. It would be a HUGH asset that you have a minimum 2 years experience in QuickBooks.

You MUST be able to read, write, understand and speak English fluently and clearly.

Hours are Monday to Friday 8:30am – 5:00pm with weekends and Statutory Holidays off and we are always closed between Christmas and New Years yearly.

We ask that only serious applicants apply. Please submit your resume by email to [website] or by fax to [phone number].

We thank all applicants, but we will only contact those we are interested in interviewing.

Job Type: Full-time

Pay: $19.00 per hour

Expected hours: 40 per week

Benefits:

Dental care
Extended health care
Paid time off

Flexible Language Requirement:

French not required

Schedule:

Monday to Friday

Education:

Secondary School (preferred)

Experience:

Front desk: 1 year (preferred)
Administrative experience: 1 year (preferred)

Language:

Mandarin (preferred)

Work Location: In start date: 2024-07-22

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What does a File Clerk do?

File Clerks work in almost every industry, so their specific responsibilities vary depending on the field. In general, a File Clerk is responsible for a firm’s correspondence, and other clerical duties. They file documents and assist with other office administration tasks like making copies and faxing. They manage filing systems and process incoming and outgoing emails. Depending on the organization, they may manage physical and online filing systems, and require a strong understanding of cloud-based storage.

File Clerk skills and qualifications

A successful File Clerk needs various prerequisite skills to perform their duties. Qualifications for a strong File Clerk candidate include:

Strong attention to detail
Excellent and effective communication skills
Ability to analyze and revise a company’s operational protocol
Organizational and time-management skills
Ability to find and organize both paper and online documentation
Proven clerical or administrative skills
Proficiency with Microsoft Office Suite and other computer software depending on the firm’s needs
Knowledge of office rules, standards, online security and safe work practices when performing duties

File Clerk experience requirements

File Clerk is an entry-level position, so there are no strict experience requirements. However, strong candidates have experience in office administration, organization, and time management. Look for a candidate with a previous work history in administrative roles or experience in volunteer and extracurricular activities that develop transferrable office skills. For example, volunteer work at a museum may involve keeping a detailed, organized spreadsheet and general familiarity with the Microsoft Office suite. Successful File Clerk candidates may also have experience in an internship position after graduating, or during a placement program when completing their college diploma.

File Clerk education and training requirements

There are no specific training requirements for the position of File Clerk. However, look for candidates with a high school diploma, GED, or higher education. Candidates who have a college diploma or bachelor’s degree in business administration or a related field are preferable.

File Clerk salary expectations

According to Indeed Salaries, average pay for a File Clerk in Canada is $16.79 per hour. Exact salaries may be dependent on the candidate’s experience, office location, and the hiring company.

Job description samples for similar positions

If this File Clerk job description doesn’t quite fit what you’re looking for, some similar job descriptions include:

File Clerk job description FAQs

File Clerks are stationed at the front desk and greet visitors and staff on arrival at an organization’s office. Their tasks require attention to detail and interpersonal skills, and candidates must be able to multitask. They also answer and forward phone calls and emails. Daily tasks may change depending on incoming files or reports, which the File Clerk verifies, sorts, and stores. They also reply to requests from staff, and update and locate records as needed.

Two chefs, one wearing a red headband, review a laptop and take notes at a wooden table in a kitchen setting.

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File Clerk Job Description: Top Duties and Requirements

File Clerk duties and responsibilities

File Clerk Job Description Examples:

Example 1

Example 2

Example 3

Example 4

Find your next great File Clerk on Indeed

What does a File Clerk do?

File Clerk skills and qualifications

File Clerk experience requirements

File Clerk education and training requirements

File Clerk salary expectations

Job description samples for similar positions

File Clerk job description FAQs

Hire your next File Clerk today

Job Description Examples

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File Clerk Job Description: Top Duties and Requirements

File Clerk duties and responsibilities

File Clerk Job Description Examples:

Example 1

Example 2

Example 3

Example 4

Find your next great File Clerk on Indeed

What does a File Clerk do?

File Clerk skills and qualifications

File Clerk experience requirements

File Clerk education and training requirements

File Clerk salary expectations

Job description samples for similar positions

File Clerk job description FAQs

Hire your next File Clerk today

Job Description Examples

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