Filing Clerk

Filing clerks usually do general clerical work and can be employed in a variety of work settings, including commercial companies, private businesses, educational organizations (e.g., colleges/universities), or healthcare facilities (e.g., hospitals, medical and dental clinics). If you are a filing clerk, you will have some clearly defined and repetitive tasks (e.g., filing or copying documents).

Education

This job typically requires a high school diploma and/or a GED certificate.

Previous Experience

Previous experience doing similar work (e.g., filing or sorting) is preferred.
Although many employers prefer that you have previous experience in the same or similar area of employment setting, it is strongly encouraged that you apply anyways - everybody has to start somewhere!

Job Duties

• Responsible for maintenance of office files.
• Alphabetize, sort, and/or classify client files according to the employer’s filing or tracking system.
• Search and retrieve information or files requested by other office staff or supervisors.
• Prepare new file folders or other filing systems by creating new file labels or index cards.
• Copy, collate, scan, or fax documents using office photo copiers, scanners, faxes, staplers, and hole punchers.
• May be responsible for archiving files and properly disposing of protected information.
• Your employer may also ask you to carry out additional duties than those listed here.

What’s Your Scene?

This job requires that you are able to work ‘Behind the Scene’. If you are working as a filing clerk, you will not be working with the public on a regular basis, however there will be occasions where you encounter customers or patients. You will be required to speak with and interact with co-workers (e.g., office staff) or take direction from supervisors.

Skills / Abilities

Oral Comprehension - Demonstrated ability to follow verbal instructions and ideas.

Number and Alphabet Visual Discrimination - The ability to recognize sequences of letters and numbers.

Written Expression - You will be required to write and spell correctly.

Manual Dexterity - This job requires the repeated and coordinated use of your hands, wrists, and fingers to type on a computer keyboard and file papers, requiring the use of fine motor skills.

Attention to Detail - This job requires that you pay careful attention to what you are doing. As you are filing away information, your co-workers or supervisor will rely on you to enter or file that information as accurately as possible so they (or you) are able to find the information when it is needed.

Computer Knowledge-You will need to have some knowledge of computer usage and word processing programs as you may need to type information in a file or look up information from a program.

Organization and Prioritization - This job requires the ability to clearly organize and categorize work priorities to complete your work.

Confidentiality - This job requires the ability to maintain confidentiality of client records and protect confidential information.

Environmental Demands

Location – If you work in an office, you will be indoors in a climate-controlled setting. > Noise Level - The noise level will usually be low. Lighting Level - Offices usually use florescent lighting, and if there are windows, there will also be natural lighting. Work Hours - This job may have part-time or full-time shifts. Most businesses or offices are open from 8/9am to 5pm. You will need to check with your supervisor for the schedule. Amount of Movement - This job typically requires that you stand or sit.  You will need to be able to sit, stand, and walk for this job. For example, you may need to file papers into a filing cabinet or enter information into a computer. Cleanliness and Odors - This job setting is generally clean. You will also want to make sure you keep your work area and surrounding areas neat and tidy. Work Attire - Work attire will typically be business casual clothing. Structure and Predictability - This job will typically have a higher degree of structure and predictability.  This means that you will usually complete the same tasks each day and you may be able to complete these tasks in the same order each day (e.g., filing folders alphabetically and then putting them in the appropriate shelf or cabinet).  You will probably know how long each task should take you to complete.  You may work in the same area each day, and you will probably interact with the same people each day. What's the Pace? Steady:  In most cases, the work pace will be steady, which means that you will always have some work to do.  When the work pace is steady, you are working at a level “5” on a scale of “1” (nothing to do) to “10” (extremely busy, rushed pace).

 
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