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

Feb 16, 2022 / 5 Minutes Read / By Albert

How to Become

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The filing clerk is a vital part of the office environment. Without them, the process of maintaining accurate records and filing important documents would be much more difficult. The filing clerk's job is to ensure that all documents are properly labeled, filed, and stored in the correct folders.

If a document is misplaced or appears to be lost, the filing clerk can locate it quickly. They also review files for accuracy and consistency. This ensures that information is up to date and that no important details are overlooked.

The filing clerk's attention to detail helps to reduce errors and maintain efficient workflow. having a filing clerk on staff leads to a more organized and productive office.

Steps How to Become

Obtain a high school diploma or equivalent. Most employers prefer to hire filing clerks who have at least a high school diploma. Consider taking classes in office administration and computers to gain relevant skills and experience.
Participate in an internship or volunteer. Participating in an internship or volunteer experience can help you gain valuable skills and experience that will make you a competitive candidate for filing clerk positions.
Research entry-level filing clerk positions. Research the job qualifications and requirements for entry-level filing clerk positions. This will help you determine if you are qualified for the positions you are interested in pursuing.
Apply for entry-level filing clerk positions. After researching the qualifications and requirements for filing clerk positions, apply for available positions. Be sure to include a cover letter and resume to help make your application stand out from other candidates.
Prepare for interviews. Once you have applied, be prepared to attend interviews with potential employers. Prepare answers to common interview questions and practice them with a friend or family member before the interview.
Complete training and certification. Once hired, you will likely need to complete on-the-job training to become familiar with the filing system used by the employer. You may also need to obtain certification, such as a Certified Records Management Professional (CRMP) certificate, to work as a filing clerk.

As a filing clerk, it is important to stay updated and qualified in order to remain competent in the job. Regularly taking courses and attending seminars can help increase knowledge and understanding, while developing new skills and capabilities. Participating in professional organizations can help to stay informed of new developments in the field and provide a valuable network of colleagues who can provide advice and support.

reading industry publications and keeping up to date with market trends can help to sharpen the skills that are essential for the job. By taking proactive steps to stay updated and qualified, filing clerks can ensure that they remain at the forefront of their field.

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Job Description

Prepare documents for filing, including organizing and sorting documents.
Enter data into computer databases and filing systems.
File documents in an orderly manner in both physical and digital filing systems.
Retrieve documents from filing systems when requested.
Monitor filing systems to ensure accuracy and organization of documents.
Prepare reports and other documents related to filing activities.
Assist in records management activities, such as purging outdated files and archiving documents.
Process incoming mail, including sorting, scanning, and distributing documents.
Respond to customer inquiries regarding filed documents.
Maintain confidentiality of all stored documents.

Skills and Competencies to Have

Proficient computer and typing skills
Familiarity with office equipment and processes
Ability to work independently and with teams
Strong organizational skills
Attention to detail
Ability to follow instructions
Knowledge of filing systems and procedures
Ability to handle confidential information
Excellent communication and interpersonal skills
Ability to multitask and prioritize tasks

Organizational skills are essential for any filing clerk. Without them, it would be nearly impossible to keep track of the files and documents that a filing clerk is responsible for. With effective organizational skills, filing clerks can easily find the right documents quickly and accurately, making sure that all important information is readily available when needed.

filing clerks must be able to multi-task and prioritize their work in order to meet deadlines and provide excellent customer service. Being able to maintain a high level of accuracy when inputting data into databases is also very important, as errors can lead to costly mistakes. Without the ability to organize, multi-task, prioritize, and accurately enter data, a filing clerk would not be able to effectively perform their job.

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Frequent Interview Questions

What experience do you have with filing and organizing documents?
What do you find to be the most important aspects of filing documents accurately?
How do you handle large amounts of paperwork in a timely manner?
What techniques do you use to ensure accurate filing of documents?
What experience do you have with using filing software?
How do you keep track of filing deadlines?
How do you handle confidential documents?
What strategies do you use to maintain accurate filing systems?
How do you prioritize conflicting tasks?
Describe a situation where you had to resolve a filing issue quickly and effectively.

Common Tools in Industry

Scanner. A device used to scan documents and images into digital formats (e. g. HP ScanJet).
Printer. A device used to print documents and images on physical media (e. g. HP OfficeJet).
Document Management Software. Software used to store, organize, and search files electronically (e. g. Adobe Acrobat).
Folder Organizer. A tool used to keep physical documents organized in filing cabinets or drawers (e. g. Hanging File Folders).
Online Storage. Cloud-based storage services used to store digital documents online (e. g. Google Drive).
Label Maker. A device used to generate labels for filing cabinets and folders (e. g. Dymo LabelWriter).
Voice Recorder. A device used to record conversations for transcription or archiving purposes (e. g. Olympus Digital Voice Recorder).

Professional Organizations to Know

American Association of Professional Coders (AAPC)
American Institute of Professional Bookkeepers (AIPB)
International Association of Administrative Professionals (IAAP)
National Association of Legal Professionals (NALP)
International Association of Financial Planners (IAFP)
Association of Records Managers and Administrators (ARMA)
National Association for Legal Secretaries (NALS)
Association for Healthcare Documentation Integrity (AHDI)
Professional Association of Resume Writers & Career Coaches (PARW/CC)
National Federation of Paralegal Associations (NFPA)

We also have Switchboard Operator/Clerk, Bookkeeping Clerk, and Distribution Center Clerk jobs reports.

Common Important Terms

Document Management System (DMS). A computer system used to store, manage and track electronic documents and images of paper-based information.
Records Management. The practice of managing the lifecycle of documents and other records from creation or receipt to archiving and disposal.
Indexing. The process of organizing documents in a filing system according to a specific set of criteria for easy retrieval.
Database. A collection of structured information stored in a computer system.
Archiving. The process of preserving records and documents for long-term storage and retrieval.
File Cabinet. A tall, usually metal cabinet with drawers used for storing documents.
File Folder. A folder used to organize documents within a filing cabinet or other filing system.
Filing System. An arrangement of folders and documents used to store and retrieve information.

Frequently Asked Questions

What is a Filing Clerk?

A Filing Clerk is a professional responsible for organizing, maintaining, and updating physical and digital records.

What duties does a Filing Clerk typically perform?

The duties of a Filing Clerk typically involve sorting, organizing, and filing documents, updating records, and retrieving information as needed. They may also be required to scan documents into databases and create filing systems to ensure easy access for employees.

What qualifications are necessary to become a Filing Clerk?

Most employers require Filing Clerks to possess a high school diploma or equivalent. In addition, computer literacy and basic knowledge of office procedures are useful in this role.