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

Jul 24, 2021 / 5 Minutes Read / By Albert

How to Become

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The increasing demand for information has caused a surge in the need for file clerks. File clerks are responsible for maintaining physical and digital records, organizing documents, and ensuring the accuracy and security of documents. They must also be familiar with a variety of filing systems, both manual and computerized.

As a result, file clerks must have excellent organizational skills as well as experience with computers and other office technologies. they must be able to work with confidential information in a secure manner and maintain data accuracy. Without the help of file clerks, organizations would not be able to store and manage the vast amounts of data they require.

Steps How to Become

Obtain a High School Diploma or GED. To become a file clerk, the minimum educational requirement is usually a high school diploma or the equivalent, such as a General Education Development (GED) certificate.
Gain Relevant Experience. File clerks typically receive on-the-job training in the filing systems and processes used by their employer, but some employers prefer to hire applicants who have prior experience in an office setting.
Learn About Filing Systems. File clerks should be familiar with the types of filing systems commonly used in an office setting. These may include alphabetical, numerical, chronological, and categorical filing systems.
Acquire Computer Skills. Many employers prefer to hire file clerks with basic computer skills, such as familiarity with word processing, data entry, and spreadsheet programs.
Obtain Certification. Professional certifications, such as those offered by the National Association of Legal Professionals (NALP), can demonstrate knowledge and expertise in the field of filing and records management.
Take Advantage of Professional Networking Opportunities. It can be beneficial to join professional organizations, such as NALP, as they may provide valuable networking opportunities and access to job postings.

Staying ahead and efficient as a file clerk can be accomplished by following a few key principles. It is important to stay organized and keep a regular filing system. This can be accomplished by creating a filing system that is easy to understand and follow.

it is important to keep up-to-date with any new technology or software that may be available to make filing easier. This may include learning new computer programs that help to automate filing processes or researching online resources to stay up-to-date on filing trends. Finally, it is important to stay current on filing rules and regulations.

This will help ensure that all files are properly stored and protected according to the latest laws. By following the above steps, file clerks can stay ahead and efficient in their role.

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Job Description

Maintain filing systems, both manually and electronically.
Open, sort, and route incoming mail.
File and retrieve corporate documents, records, and reports.
Locate and remove material from file when requested.
Create new filing systems when needed.
Update and maintain filing systems as needed.
Store and catalogue physical documents as needed.
Monitor filing systems to ensure accuracy and efficiency.
Prepare correspondence and documents for filing.
Perform data entry tasks for various departments.

Skills and Competencies to Have

Ability to maintain accurate and organized filing systems.
Ability to use computers and office equipment, such as scanners.
Knowledge of filing systems, recordkeeping principles, and procedures.
Attention to detail and accuracy.
Good organizational skills.
Ability to work independently and as part of a team.
Ability to prioritize tasks and manage time efficiently.
Knowledge of alphabetical, numerical, and subject filing systems.
Ability to follow instructions and adhere to established guidelines.
Excellent communication and customer service skills.

Organizational skills are one of the most important skills for a file clerk to possess. Being able to keep track of and organize documents is essential to the success of any organization. Without strong organizational skills, a file clerk will struggle to find the right documents when needed, resulting in delays and costly mistakes.

having the ability to think ahead and plan ahead is essential to prevent documents from becoming lost or misplaced. If a file clerk has strong organizational skills, they will be able to anticipate what documents will be needed and keep them organized in an orderly fashion. This will save time and money, while also providing a better service to customers.

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Frequent Interview Questions

What experience do you have with filing systems and records management?
How familiar are you with office software such as MS Word and Excel?
How would you handle a situation where a customer is demanding to see confidential files?
Have you ever had to reorganize an existing filing system?
How do you ensure accuracy when filing documents?
What is your experience with archiving documents?
Are you comfortable working with physical filing cabinets?
Describe a time when you faced a particularly complex filing problem and how did you solve it?
How do you stay organized when filing documents?
What processes do you use to maintain the security of confidential documents?

Common Tools in Industry

Scanning Software. Software used to scan and digitize documents (eg: Adobe Scan).
Spreadsheet Software. Software used to create and organize data into tables (eg: Microsoft Excel).
Document Management System. Software used to store and organize electronic documents (eg: SharePoint).
Database Software. Software used to store and organize large amounts of data (eg: Access).
Optical Character Recognition (OCR) Software. Software used to convert scanned documents into editable formats (eg: Readiris).
Automation Tools. Tools used to automate repetitive tasks (eg: IFTTT).
Cloud Storage Solutions. Online services used to store and share information (eg: Dropbox).

Professional Organizations to Know

American Society of Women Accountants
American Institute of Certified Public Accountants
Association of Records Managers and Administrators
National Association of Professional Organizers
International Association of Administrative Professionals
International Association of Information Technology Professionals
Society of Human Resources Management
National Association of Legal Secretaries
Professional Association of Resume Writers and Career Coaches
National Association of Professional Filing and Records Managers

We also have Bookkeeping Clerk, Insurance Clerk, and Credit and Collections Clerk jobs reports.

Common Important Terms

Filing System. a method of organizing, storing and retrieving physical or digital documents.
Indexing. a process of assigning categories or keywords to documents to make them easier to find.
Archiving. the process of preserving and storing documents in an organized manner for long-term storage.
Document Retrieval. the process of finding and retrieving documents from an organized filing system.
Record Keeping. the practice of maintaining accurate and up-to-date records, often using a filing system.
Data Entry. the act of entering information such as numbers, text, or images into a computer system.
Scanning. the process of converting physical documents into digital images for storage and retrieval.

Frequently Asked Questions

What is a File Clerk?

A File Clerk is a person who is responsible for organizing, managing, and filing documents and paperwork.

What skills are needed to be a successful File Clerk?

File Clerks need to possess strong organizational and time management skills, as well as have a good attention to detail. They should also be able to communicate effectively with other staff members.

How much does a File Clerk typically make?

According to PayScale, the median salary for a File Clerk is $31,000 per year.

What type of documents does a File Clerk handle?

A File Clerk typically handles documents such as invoices, contracts, legal files, records, and correspondence.

How long does it typically take to become a File Clerk?

Becoming a File Clerk typically requires no more than a high school diploma or GED. To gain additional skills and experience in the field, it may take several months to a year of on-the-job training.