File Clerk
A File Clerk, also referred to as a records clerk or office assistant, plays a crucial role in maintaining organized office records. Their primary responsibilities include sorting, labeling, and storing various documents, which can include office correspondence, invoices, and payroll records. File clerks typically work in diverse environments such as law firms, hospitals, insurance companies, and educational institutions, where they may operate either as full-time clerical staff or on a project basis. The position is well-suited for individuals who are detail-oriented, organized, and enjoy routine tasks.
While a high school diploma is the minimum educational requirement, those with postsecondary training in business or secretarial science may find better job prospects. On-the-job training is common, allowing new hires to adapt to specific filing systems and responsibilities. Additionally, file clerks may take on diverse duties based on their work environment, including clerical support roles and specialized filing tasks. Given the decline in employment opportunities for this role, aspiring file clerks are encouraged to seek internships or part-time positions to gain relevant experience and enhance their employability.
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Subject Terms
File Clerk
Snapshot
Career Cluster(s): Business, Management & Administration
Interests: Filing, typing, using computers, being organized
Earnings (Yearly Median): $40,480 per year $19.46 per hour
Employment & Outlook: -7% (Decline)
Entry-Level Education High school diploma or equivalent
Related Work Experience None
On-the-job-Training Short-term on-the-job training
Overview
Sphere of Work. File clerks, also known as records clerks or office assistants, provide clerical support to their employers. File clerks are primarily responsible for sorting, labeling, and storing office records. They may be required to organize filed materials in subject order, numerical order, alphabetical order, or another organization-specific system. File clerks often work alongside and assist office, payroll, and information clerks in personnel or accounting departments.
Work Environment. File clerks work in offices in law firms, hospitals, insurance companies, educational institutions, and other organizations. Depending on the employer and job description, a file clerk may work as a full-time member of a clerical work team or as a term-of-project contractor. File clerks generally work forty-hour weeks, but overtime is sometimes necessary during increased business.
Occupation Interest. Individuals attracted to the file clerk occupation are incredibly organized and detail-oriented people. Successful file clerks exhibit dependability, accuracy, responsibility, and effective time management. Those who enjoy routines, are good communicators, and have a background in typing, filing, and primary computer use may find work as a file clerk rewarding.
A Day in the Life—Duties and Responsibilities. File clerks gather, sort, label, copy, store, inventory, and retrieve materials, including office correspondence, invoices, receipts, payroll, and other office records. File clerks may use existing filing schemes or develop their filing system. They may also have the autonomy to choose file storage locations. File clerks are responsible for culling files of outdated materials and ensuring that office records are current. They may also be required to respond to customer or employee information requests and track borrowed materials. File clerks may specialize in a specific occupational field, such as legal filing, medical filing, or insurance filing, or provide general filing assistance. Sometimes, filing clerks may require security screening and approval to handle classified records.
The individual's job specifications and work environment determine file clerks' daily occupational duties and responsibilities. For instance, in large businesses such as hospitals or corporations, a file clerk may exclusively perform specialized filing tasks, such as sorting and filing X-rays or legal briefs. In a small business such as a dentist's office, a file clerk will likely be responsible for all filing tasks and some clerical tasks needed to run the business. These additional tasks may include placing orders, maintaining inventory, billing patients or clients, managing payroll, and answering phones.
The file clerk’s work experience also influences the type and amount of office work assigned. For instance, experienced file clerks often work in supervisory roles, overseeing filing systems or departments and training new clerical hires. In contrast, inexperienced or junior file clerks are assigned entry-level filing jobs.
Work Environment
Immediate Physical Environment. File clerks work in office environments. The work of a file clerk requires sitting at a desk and using computers for long periods each day. In addition, file clerks may be required to physically retrieve and deliver files and documents between offices or buildings.
Human Environment. Depending on the assignment and organization, a file clerk’s human environment may be social or isolated. File clerks may interact with colleagues (such as general office and payroll clerks), customers, and supervisors.
Technological Environment. File clerks use a variety of office equipment to complete their work. To fulfill their document maintenance and filing duties, they may use computers, calculators, Internet communication tools, microfilm machines, word processing software, fax machines, photocopiers, scanners, telephones, printers, and rubber stamps.
Education, Training, and Advancement
High School/Secondary. High school students interested in pursuing a career as a file clerk should prepare themselves by building good study habits. High school typing, computer science, mathematics, communications, and bookkeeping classes will provide a strong foundation for work as a file clerk or for ongoing study in the field. As work experience is more valuable in this field than educational attainment, those interested in this career path will significantly benefit from seeking administrative internships or part-time clerical work with local businesses.
Postsecondary. Prospective file clerks with formal postsecondary training may have greater opportunities for employment and advancement in the field. Students interested in becoming file clerks should complete vocational training in business or an associate’s degree in secretarial science, bookkeeping, or general business. Postsecondary students should secure administrative internships or part-time clerical employment with local businesses to gain work experience and potential advantage in future job searches.
Related Occupations
− Customer Service Representatives
Bibliography
“General Office Clerks.” Occupational Outlook Handbook. Bureau of Labor Statistics, US Department of Labor, 17 Apr. 2024, www.bls.gov/ooh/office-and-administrative-support/general-office-clerks.htm. Accessed 26 Aug. 2024.
“Occupational Employment and Wages, May 2023: 43-9061 Office Clerks, General.” Occupational Employment Statistics. Bureau of Labor Statistics, US Department of Labor, 3 Apr. 2024, www.bls.gov/oes/current/oes439061.htm. Accessed 26 Aug. 2024.