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

Why Us? We love our business – and we’re good at it. It doesn’t take long to learn why we’re different. From regular team events to philanthropic initiatives, we are proud investors in our community and in our teams. It’s why we love what we do and who we do it with. Learn what it’s like to be excited to come to work every day! The Opportunity An excellent opportunity for a positive and hardworking individual with excellent communication skills who wishes to be part of an energetic team in a fast-paced environment. In this role, you will be completing a variety of tasks while working closely with the HR / Payroll team. may include but are not limited to: Alphabetizing documents and filing them in individual employment file Pulling terminated files and boxing them for storage Creating new hire files and filing new hire files Some document scanning Must Haves Outstanding ethics when it comes to handling confidential information Excellent attention to detail and strong organizational skills Excellent time management skills About InterRent InterRent REIT ([website]), along with CLV Group, have redefined what a property management and multi-family real estate company can be. Backed by 50 years of experience in the industry, we have become market leaders in real estate, property management, acquisitions and new development in our core markets which include the Greater Toronto and Hamilton Area, Ottawa, Montréal, and Vancouver. We are growing! Find out more about us and our communities at [website] and and let us know you’re interested. Only selected candidates will be contacted. No phone calls please. We appreciate your interest in exploring an opportunity with us.

Example 2

Central Alberta Co-op is here to serve our members and customers with products and services that help build, feed and fuel individuals and communities. We are a different kind of business, being member-owned means that any profits are returned to our members and stay in the local economy. We live where you live, work where you work and help grow the economy right here. Central Alberta Co-op is hiring a full-time File Maintenance Clerk at our Timberlands Food Store in Red Deer, Alberta. Full-time: 40 hours/week. Availability requirements: Weekdays from 7:30 AM to 4:00 PM. Maintain accurate, competitive price files, Prepare and distribute all weekly promotional materials and advertisements, Build in new items for advertised flyer products, Produce any extra signage as requested, Create show cards and labels, process bookings, phaser data, and computer assisted shelf management (CASM) files, Perform all daily data entries and prepare batches, Perform price checks with competitors, Other duties as assigned. Requirements: Excellent oral and written communication skills, Strong organizational and multi-tasking skills, Attention to detail, Problem-solving abilities, Ability to work independently and in a team, Some heavy lifting is required (up to 50 lbs.). Central Alberta Co-op is proud to offer a supportive working environment based on our Brand Values of Excellence, Integrity and Responsibility. We are pleased to offer a competitive salary, the opportunity for advancement and personal growth and benefits, depending on employment status. We are COR certified and committed to providing our team members and customers a safe working and shopping environment. This posting will remain open for a minimum of 1 week to June 21, [phone number], and then open until filled. Please upload a cover letter, resume, and three references. If for any reason you have difficulty uploading documents please fill out the Work Experience and Education sections. Successful candidates must provide proof of SIN prior to hiring [website] SIN card, Confirmation of SIN, Notice of Assessment, Child Tax Benefit, Official National Student Loans Service Centre Receipt for Income Tax Purposes). We appreciate your interest. However, only applicants selected for an interview will be contacted.

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

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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?

The duties of a File Clerk sometimes overlap with those of an Administrative Assistant within some companies. However, administrative jobs typically require additional training or education as these roles may involve more complex tasks and responsibilities. Clerical positions are often entry-level and require little to no experience.

What are the day-to-day duties of a File Clerk?

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.

What should you look for in a File Clerk resume?

It is possible to find over-qualified candidates for this role, since it’s typically an entry-level position. Look for someone with initiative and skills who can support your company and keep files organized. Depending on your expectations for this position, you want someone who can take on more responsibilities as they complete on-the-job training.

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