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File Clerk Job Description: Top Duties and Requirements

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.

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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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File Clerk Job Description Examples:

Example 1

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 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

    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

    • 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:

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    File Clerk job description FAQs

    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.

    What is the difference between a File Clerk and an Administrative Assistant?

    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.

    Job Description Examples

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