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File Clerk job description

A File Clerk is a professional who works with paper and digital files, organizing them for easy access. These individuals also handle archiving records and documents that need preservation if required again, ensuring their accessibility, even if their usefulness has ceased.

File Clerk responsibilities include:

  • Checking incoming paperwork (correspondence, invoices etc.) and making copies before distributing
  • Sorting all papers alphabetically and according to content, dates, significance etc.
  • Creating or update records with new files and information

file clerk job description

Job brief

We are looking for an organized File Clerk to do file management and maintenance. You will organize paperwork according to an efficient filing system and digitalize all important documents. You will be expected to protect and update files as well as make them easily accessible to your colleagues.

A file clerk must be organized and possess a serious understanding of confidentiality and data protection. The ideal candidate will be skilled in computers and detail-oriented.

The goal is to preserve the company’s records and manage paperwork effectively.


  • Check incoming paperwork (correspondence, invoices etc.) and make copies before distributing
  • Sort all papers alphabetically and according to content, dates, significance etc.
  • Create or update records with new files and information
  • Store all paperwork in designated places securing the important documents
  • Enter paperwork into an electronic system either by data entry or by using optical scanners
  • Deal with all requests to access files and keep logs of borrowed papers
  • Develop an efficient filing system to make updating and retrieving files easier
  • Follow policies and confidentiality dictations to safeguard data and information
  • Monitor inventory of files, paper clips etc. and report shortages

Requirements and skills

  • Proven experience as file clerk
  • Knowledge of filing systems
  • Very good knowledge of MS Office and office equipment such as photocopier, scanner etc.
  • Good command of English both oral and written
  • Dependable with a respect to confidentiality and policies
  • Excellent organizational skills
  • Great attention to detail
  • High school degree or equivalent

Frequently asked questions

What does a File Clerk do?

A File Clerk is responsible for checking incoming paperwork and making copies before their distribution. They also sort all papers alphabetically by title or significance and then date them accurately to stay organized according to their specified work area.

What are the duties and responsibilities of a File Clerk?

File Clerks are responsible for uploading digital files and data. They organize records and archive paperwork so it can be found when needed most by other departments or personnel who might require its services. They also make copies of documents and distribute them accordingly.

What makes a Good File Clerk?

An effective File Clerk must have an understanding of confidentiality and data protection. They will also possess computer skills and keen attention to detail, which is necessary for their success because it aims to preserve company records while managing paperwork effectively.

Who does a File Clerk work with?

File Clerks work with Data Entry Clerks, who often handle creating and managing essential documents, transferring them from paper to digital forms for increased efficiency. File Clerks then take these documents and place them in properly labeled folders and designations to make them easier to find.

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