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File Clerks
SOC Code: 43-4071.00

File correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order or according to the filing system used. Locate and remove material from file when requested.

Sample of reported job titles: Claims Clerk, Clerk, Documentation Specialist, File Clerk, Human Resources Assistant (HR Assistant), Manufacturing Clerk, Medical Records Clerk, Office Assistant, Police Records Clerk, Records Clerk

Tasks

  • Scan or read incoming materials to determine how and where they should be classified or filed.
  • Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.
  • Perform general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials.
  • Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
  • Answer questions about records or files.
  • Keep records of materials filed or removed, using logbooks or computers and generate computerized reports.
  • Add new material to file records or create new records as necessary.
  • Gather materials to be filed from departments or employees.
  • Find, retrieve, and make copies of information from files in response to requests and deliver information to authorized users.
  • Track materials removed from files to ensure that borrowed files are returned.
  • Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
  • Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements.
  • Perform periodic inspections of materials or files to ensure correct placement, legibility, or proper condition.
  • Modify or improve filing systems or implement new filing systems.
  • Design forms related to filing systems.
  • Complete general financial activities, such as processing accounts payable, reviewing invoices, collecting cash payments, or issuing receipts.
  • Operate mechanized files that rotate to bring needed records to a particular location.
  • Assign and record or stamp identification numbers or codes to index materials for filing.
  • Retrieve documents stored in microfilm or microfiche and place them in viewers for reading.

Technology Skills

  • Accounting software - Intuit QuickBooks
  • Data base user interface and query software - Data entry software ; Microsoft Access
  • Electronic mail software - Email software; Microsoft Outlook
  • Filesystem software - Electronic filing software
  • Medical software - Electronic health record EHR software
  • Office suite software - Microsoft Office
  • Optical character reader OCR or scanning software - Optical scanning software
  • Presentation software - Microsoft PowerPoint
  • Spreadsheet software - Microsoft Excel
  • Word processing software - Microsoft Word

Tools Used

  • Filing cabinets or accesories - File cabinets; Mechanized file systems
  • Inkjet printers - Computer inkjet printers
  • Ladders - Stepladders
  • Laser fax machine - Laser facsimile machines
  • Microfiche or microfilm viewers - Microfiche viewing equipment; Microfilm viewing equipment
  • Personal computers
  • Photocopiers - Copy machines
  • Rubber stamping stamps - Document stamps
  • Scanners - Document scanners
  • Special purpose telephones - Multiline telephone systems

Knowledge

  • Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Skills

  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Service Orientation - Actively looking for ways to help people.
  • Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
  • Speaking - Talking to others to convey information effectively.
  • Time Management - Managing one's own time and the time of others.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.

Abilities

  • Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
  • Category Flexibility - The ability to generate or use different sets of rules for combining or grouping things in different ways.
  • Near Vision - The ability to see details at close range (within a few feet of the observer).
  • Written Comprehension - The ability to read and understand information and ideas presented in writing.
  • Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
  • Perceptual Speed - The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.
  • Written Expression - The ability to communicate information and ideas in writing so others will understand.
  • Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
  • Flexibility of Closure - The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.
  • Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  • Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
  • Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
  • Speech Clarity - The ability to speak clearly so others can understand you.
  • Speech Recognition - The ability to identify and understand the speech of another person.

Interests

  • Interest code: CRE
    • Conventional - Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
    • Realistic - Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
    • Enterprising - Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.

Work Context

  • Telephone - 100% responded “Every day.”
  • Electronic Mail
  • Importance of Being Exact or Accurate - 62% responded “Extremely important.”
  • Contact With Others - 55% responded “Constant contact with others.”
  • Work With Work Group or Team - 45% responded “Extremely important.”
  • Spend Time Sitting - 46% responded “Continually or almost continually.”
  • Letters and Memos
  • Responsibility for Outcomes and Results
  • Coordinate or Lead Others - 27% responded “Very important.”
  • Face-to-Face Discussions - 53% responded “Every day.”
  • Deal With External Customers - 41% responded “Extremely important.”
  • Structured versus Unstructured Work - 20% responded “Some freedom.”
  • Indoors, Environmentally Controlled
  • Importance of Repeating Same Tasks - 29% responded “Extremely important.”
  • Time Pressure - 55% responded “Once a month or more but not every week.”
  • Deal With Unpleasant or Angry People - 21% responded “Every day.”
  • Responsible for Others' Health and Safety - 34% responded “Limited responsibility.”
  • Spend Time Making Repetitive Motions - 35% responded “Never.”

Education

Percentage of RespondentsEducation Level Required
40%High school diploma or equivalent
25%Master's degree
11%Post-secondary certificate

Work Styles

  • Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.
  • Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations.
  • Cooperation - Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
  • Integrity - Job requires being honest and ethical.
  • Independence - Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
  • Adaptability/Flexibility - Job requires being open to change (positive or negative) and to considerable variety in the workplace.
  • Initiative - Job requires a willingness to take on responsibilities and challenges.
  • Stress Tolerance - Job requires accepting criticism and dealing calmly and effectively with high stress situations.
  • Persistence - Job requires persistence in the face of obstacles.
  • Self Control - Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
  • Social Orientation - Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
  • Concern for Others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
  • Analytical Thinking - Job requires analyzing information and using logic to address work-related issues and problems.
  • Achievement/Effort - Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
  • Innovation - Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
  • Leadership - Job requires a willingness to lead, take charge, and offer opinions and direction.

Work Values

  • Support - Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
  • Relationships - Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
  • Independence - Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.

Wages & Trends

  • Median wages (2017)
    • $14.48 hourly, $30,120 annual
  • Employment (2016)
    • 135,000 employees
  • Projected growth (2016-2026)
    • Decline (-2% or lower)
  • Projected job openings (2016-2026)
    • 14,200

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