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

Clerical Record Clerks are responsible for maintaining, organizing, and managing a variety of paper and digital documents. This important role is essential to keeping a business' records up to date, accurate, and secure. The efficient organization of a business' records can have positive effects on the overall success of the organization.

By properly filing and storing documents, the records are easily accessible and retrievable when needed. This leads to a more efficient workflow, as the time spent searching for documents is greatly reduced. proper organization of records helps to protect against data breaches and other security risks.

As a result, businesses are able to trust that their confidential information is safe and secure.

Steps How to Become

1. Obtain a high school diploma or equivalent. Clerical records clerks typically need at least a high school diploma to gain employment.
2. Consider obtaining a postsecondary certificate, diploma, or degree. While employers may not require a postsecondary education, some may prefer to hire those who have obtained a certificate, diploma, or degree in office administration.
3. Pursue on-the-job training. Many employers may offer on-the-job training to teach new employees the tasks and responsibilities of the job.
4. Obtain extra training, certifications, or licenses. Depending on the employer, clerical records clerks may need to obtain additional training, certifications, or licenses.
5. Familiarize yourself with modern technology. Clerical records clerks should have basic knowledge of computers and be able to use different software programs related to filing, organizing, and managing records.
6. Develop strong organizational and communication skills. Clerical records clerks should have strong organizational skills and be able to communicate effectively with other staff members.
7. Seek employment as a clerical records clerk. Clerical records clerks can find work in a variety of settings, including hospitals, banks, government offices, and law firms.

Having a good Clerical Records Clerk is essential for any organization to operate successfully. Good clerks possess several important qualities such as being organized, detail-oriented, and efficient. Being organized will help a clerk to keep track of important documents and records, ensuring that all tasks are completed in a timely fashion.

Attention to detail is also essential in order to ensure accuracy and compliance with regulations. Efficiency is also a key quality, as a records clerk must be able to quickly sort through a large amount of information, determine what is necessary to complete tasks, and prioritize accordingly. In addition, they must be able to handle multiple tasks at the same time and provide excellent customer service.

All of these qualities combined help to create an ideal and competent Clerical Records Clerk.

You may want to check Clerical Receptionist, Clerical Typist, and Clerical Scanner for alternative.

Job Description

1. Maintain records of office activities, including filing, archiving and entering data into computer databases.
2. Enter data into computer systems, ensuring accuracy and completeness.
3. Answer customer inquiries and provide assistance as needed.
4. Prepare reports and other documents as requested.
5. Create and maintain filing systems for records.
6. Troubleshoot computer and software related problems.
7. Compile and analyze various types of data.
8. Sort and distribute incoming mail and faxes.
9. Monitor and order office supplies as necessary.
10. Assist with special projects as needed.

Skills and Competencies to Have

1. Excellent organizational skills
2. Ability to multi-task and prioritize
3. Attention to detail
4. Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook)
5. Ability to operate standard office equipment
6. Ability to work independently with minimal direction
7. Ability to follow oral and written instructions
8. Excellent communication skills
9. Knowledge of filing systems and procedures
10. Knowledge of records management
11. Ability to maintain confidentiality of documentation
12. Ability to work in a fast-paced environment
13. Familiarity with legal terminology and documents

Organizational skills are essential for a Clerical Records Clerk to be successful. Without strong organization skills, they may struggle to keep track of important documents, files, and other data. This can lead to confusion and errors, resulting in missed deadlines and incomplete tasks.

the ability to process information quickly and accurately is important in order to prioritize tasks, work efficiently, and keep up with the demands of the job. Good communication skills are also necessary for a Clerical Records Clerk as they will be responsible for interacting with colleagues, customers, and vendors. Being able to effectively communicate with others is crucial for these clerks to ensure that everyone is on the same page.

Clerical Data Processor, Clerical Inventory Clerk, and Clerical Mail Room Clerk are related jobs you may like.

Frequent Interview Questions

• What experience do you have working with filing and organizing records?
• What are your strengths when it comes to managing administrative tasks?
• How do you ensure accuracy in clerical records?
• Describe a time when you had to troubleshoot an issue with a filing system.
• Are you familiar with using scanning and document imaging systems?
• How do you handle confidential records?
• How do you prioritize multiple tasks related to clerical records?
• Describe your experience working with databases and other data entry systems.
• How do you stay organized when managing multiple sets of records?
• What steps do you take to ensure accuracy when entering data into a system?

Common Tools in Industry

1. Computer. Used to create, store and manage documents, spreadsheets and databases (eg: Microsoft Office).
2. Fax Machine. Used to send and receive documents electronically (eg: HP OfficeJet).
3. Scanner. Used to convert physical documents into digital files (eg: Canon imageFormula).
4. Telephone. Used to make and receive calls (eg: Polycom VVX 500).
5. Photocopier. Used to make copies of documents (eg: Canon PIXMA).
6. Printer. Used to create physical copies of documents (eg: Canon PIXMA).
7. Email Software. Used to send and receive electronic messages (eg: Microsoft Outlook).
8. File Storage System. Used to store and organize digital documents (eg: Google Drive).

Professional Organizations to Know

1. Association of Records Managers and Administrators (ARMA)
2. Association of Legal Administrators (ALA)
3. International Association of Administrative Professionals (IAAP)
4. National Association of Professional Organizers (NAPO)
5. National Notary Association (NNA)
6. American Health Information Management Association (AHIMA)
7. National Association of Government Archives and Records Administrators (NAGARA)
8. American Society for Training and Development (ASTD)
9. Society of Professional Records Managers (SPRM)
10. International Federation of Clerks–Recorders, Notaries and Legal Executives (IFOCRA)

We also have Clerical Bookkeeper, Clerical Order Processor, and Clerical Assistant jobs reports.

Common Important Terms

1. Records Management. The systematic organization, storage, and control of all documents related to an organization’s activities.
2. Indexing. The process of assigning a unique label to a document or record, allowing for its quick retrieval.
3. Archiving. The permanent preservation of documents, records, and other materials for reference and research purposes.
4. Data Entry. The process of manually entering information from paper documents into a computer system.
5. Scanning. The process of converting paper documents into digital images for storage and retrieval.
6. File Maintenance. The process of organizing records and files for easy retrieval and updating.
7. Documentation. The process of creating and maintaining records of activities and information related to an organization’s operations.
8. File Retrieval. The process of finding and accessing records based on predetermined criteria.
9. Record Keeping. The process of capturing and organizing information related to an organization’s operations.

Frequently Asked Questions

What is the role of a Clerical Records Clerk?

A Clerical Records Clerk is responsible for organizing and maintaining various types of records. This includes filing, indexing, and retrieving documents, as well as verifying accuracy and completeness of records.

What qualifications are necessary for a Clerical Records Clerk?

Qualifications for a Clerical Records Clerk typically include a high school diploma or GED, basic computer skills, and the ability to organize and prioritize tasks.

What type of records does a Clerical Records Clerk handle?

A Clerical Records Clerk typically handles a variety of records such as financial documents, medical records, legal documents, customer information, and personnel records.

What tasks does a Clerical Records Clerk complete?

A Clerical Records Clerk typically completes tasks such as filing documents, verifying accuracy of records, indexing documents, making corrections to records, and retrieving documents.

What is the salary range for a Clerical Records Clerk?

Salary range for a Clerical Records Clerk varies depending on location and experience. According to PayScale, salaries can range from $22,945 to $41,404 per year.

What are jobs related with Clerical Records Clerk?

• Clerical Administrative Assistant
• Clerical Data Entry Clerk
• Clerical Office Clerk
• Clerical Supervisor
• Clerical Billing Clerk
• Clerical Stock Clerk
• Clerical Shipping Clerk
• Clerical Accounting Clerk
• Clerical Worker

Web Resources

• Legal Records Clerk JOb Description | Bryant & Stratton College www.bryantstratton.edu
• Student Clerical - Records Assistant - Purdue University careers.purdue.edu
• Registrar's Office | Clark University www.clarku.edu