How to Be Clerical File Clerk - Job Description, Skills, and Interview Questions

Clerical File Clerks play an important role in keeping organizations organized. By properly filing and organizing documents, they help ensure that important records are stored safely and efficiently. This in turn helps organizations to effectively manage their daily operations and makes it easier for employees to access important documents when needed.

As a result, businesses are able to run smoothly and efficiently, which helps them save time and money in the long run. By helping to create a more organized work environment, Clerical File Clerks also enable businesses to provide better customer service, as well as easier access to services and information.

Steps How to Become

1. Obtain a high school diploma or GED. Many employers require a high school diploma or GED for entry-level clerical file clerk positions.
2. Pursue postsecondary training. Although not required, completing a postsecondary program in business or office administration may make you more attractive to employers.
3. Gain experience. Employers may prefer applicants with experience in office settings or administrative positions. Volunteering in an office environment or obtaining an entry-level administrative job can help you build relevant experience.
4. Develop organizational skills. Clerical file clerks must be able to organize digital and physical files. Practice organizing your own files and documents to help develop your organizational skills.
5. Become familiar with filing systems. Clerical file clerks must be familiar with different filing systems, including alphabetical and numerical filing systems. Consider taking a course to become more familiar with these filing systems.
6. Apply for jobs. Search for clerical file clerk jobs online and in newspapers. Submit your résumé and cover letter to employers and attend job fairs.
7. Interview well. During the interview, highlight your organizational skills and relevant experience. Demonstrate your familiarity with filing systems and discuss any postsecondary training you may have completed.

The lack of skilled and capable clerical file clerks can have a significant impact on an organization. Poor file organization can lead to missed deadlines and lost documents, which can cause a disruption in workflow and poor customer service. Additionally, inadequate filing systems can lead to inaccurate data and unreliable reports, resulting in a lack of trust between the organization and its clients. Investing in experienced clerical file clerks can help to ensure that filing systems are adequately maintained, resulting in smooth operations and increased customer satisfaction.

You may want to check Clerical Records Clerk, Clerical Assistant, and Clerical Stock Clerk for alternative.

Job Description

1. Maintain and organize filing systems, both manual and electronic.
2. Create and update files, as needed.
3. Compile, sort, and file records of office activities, business transactions, and other activities.
4. Answer inquiries and provide information to customers and other interested parties.
5. Operate office equipment such as fax machines, copiers, and scanners.
6. Establish and maintain cooperative working relationships with co-workers, management, clients, and customers.
7. Maintain confidentiality of sensitive information.
8. Type documents, forms, and reports.
9. Sort and distribute incoming mail.
10. Process outgoing mail.

Skills and Competencies to Have

1. Attention to Detail
2. Knowledge of Office Procedures
3. Strong Organizational Skills
4. Ability to Multi-Task
5. Computer Literacy
6. Excellent Communication Skills
7. Time Management
8. Discretion and Confidentiality
9. Accuracy and Thoroughness
10. Ability to Work Quickly and Efficiently

Having strong organizational skills is the most important skill for a file clerk to have. Being able to organize and keep track of paperwork, documents, and records is essential in order to ensure that everything is in its proper place and easily accessible. File clerks must also possess the ability to efficiently prioritize tasks and manage their time effectively, as they will often be working with multiple tasks at once.

good communication skills are essential for file clerks, as they will be interacting with colleagues and clients. Furthermore, having strong problem solving skills can help file clerks anticipate potential issues and develop solutions to any problems that arise. These important skills will help a file clerk be successful in their role and ensure that they are doing their job efficiently and effectively.

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Frequent Interview Questions

• Describe your experience working with office filing systems.
• How familiar are you with the principles of data entry and management?
• What methods have you used to ensure accuracy and organization when filing documents?
• Have you ever created or maintained filing systems from scratch?
• How comfortable are you with computerized filing systems?
• What challenges have you faced in filing documents?
• How do you handle confidential or sensitive documents?
• Describe a situation where you successfully managed a high volume of files.
• What experience do you have with document scanning and imaging?
• How do you prioritize filing tasks when faced with competing demands?

Common Tools in Industry

1. Document Management Software. This software allows for the central organization, storage and retrieval of documents such as financial records, contracts, letters, notes, etc. (Eg: Microsoft SharePoint)
2. Scanning Equipment. This type of equipment is used to convert physical documents into digital formats for easy filing and sharing. (Eg: Canon ImageRunner Scanner)
3. Filing Cabinets. Filing cabinets are used to organize hard-copy documents and to provide secure storage. (Eg: Bisley Filing Cabinet)
4. Office Suite Software. Office suite software is used to create and manage documents, spreadsheets, presentations, databases and other forms of digital content. (Eg: Microsoft Office Suite)
5. Label Maker. Label makers are used to quickly and easily create labels for filing folders and other items. (Eg: Dymo LabelWriter)
6. Folding Machine. A folding machine can be used to quickly fold large amounts of paper into letter or legal-sized documents. (Eg: Martin Yale P7200 Autofolder)

Professional Organizations to Know

1. American Society of Administrative Professionals (ASAP)
2. Association of Administrative Professionals (AAP)
3. Institute of Certified Professional Managers (ICPM)
4. International Association of Administrative Professionals (IAAP)
5. International Association of Clerks, Recorders, Election Officials, and Treasurers (IACREOT)
6. National Association of Professional Filing and Records Managers (NAPFRM)
7. Professional Association of Executives (PAE)
8. Professional Secretaries International (PSI)
9. Society for Human Resource Management (SHRM)
10. Women in Management (WIM)

We also have Clerical Worker, Clerical Scanner, and Clerical Administrative Assistant jobs reports.

Common Important Terms

1. Data Entry. The process of entering information into a computer system or database.
2. Alpha-Numeric Filing. A filing system that organizes documents alphabetically and numerically.
3. Filing Cabinets. A storage unit for filing documents which are organized by type and labeled for easy access.
4. Indexing. The process of creating an index or list of documents stored in a filing cabinet.
5. Document Scanning. The process of scanning paper documents into a digital format.
6. Record Retrieval. The process of finding and retrieving records from a filing system.
7. File Maintenance. The process of organizing, updating, and maintaining files to ensure accuracy and efficiency.
8. Archive Management. The process of managing the preservation and storage of records in an organized manner.

Frequently Asked Questions

Q1: What are the key responsibilities of a Clerical File Clerk? A1: The primary responsibilities of a Clerical File Clerk include organizing, sorting and filing records, maintaining databases, providing customer service, entering data into computer systems, and preparing reports. Q2: What qualifications are necessary for this position? A2: Qualifications for a Clerical File Clerk position typically include a high school diploma or equivalent, strong organizational skills, basic computer skills, and experience in an office setting. Q3: What kind of environment does a Clerical File Clerk typically work in? A3: Clerical File Clerks usually work in an office setting, often in a large corporate or government organization. Q4: How much does a Clerical File Clerk typically make? A4: According to PayScale, the median salary for a Clerical File Clerk is $30,183 per year. Q5: What type of career advancement opportunities are available to Clerical File Clerks? A5: Career advancement opportunities for Clerical File Clerks may include roles such as administrative assistant, records management specialist, or even supervisor of clerical staff.

What are jobs related with Clerical File Clerk?

• Clerical Typist
• Clerical Accounting Clerk
• Clerical Inventory Clerk
• Clerical Order Processor
• Clerical Supervisor
• Clerical Receptionist
• Clerical Data Entry Clerk
• Clerical Data Processor
• Clerical Billing Clerk

Web Resources

• File Clerk | Bryant & Stratton College www.bryantstratton.edu
• File Clerk | Wytheville Community College - VCCS www.wcc.vccs.edu
• Feinberg Medicine Neurology: Clerical Aide 1 (100130) - File Clerk undergradaid.northwestern.edu