File Clerk Job Description Template

Despite the transition to digital file storage and data retrieval, many employers still find themselves in need of a file clerk. As the number of file clerks falls in the coming years due to automation, those that remain may need to shoulder other clerical roles, such as greeting guests, making appointments, answering phones and email, and data entry.

Finding employees with the writing, communication, and critical thinking skills to efficiently perform multiple clerical duties while still maintaining impeccable document and data storage can be challenging. The sample file clerk job description below can help find clerical workers with the needed skill set to organize and safeguard your documents. For more ideas on how to draft a targeted and effective job description, browse Monster’s clerical job listings.

File clerk inside an office, carrying several binders.

File Clerk

[Intro Paragraph] Begin your file clerk job description with a concise paragraph or list of bulleted items designed to sell your company, institution, agency, law firm, or workplace to applicants. Emphasize your organization’s commitment to the community or its clients, its investments in employee development, and its dedication to work-life balance. You might also mention how many employees or clients you have, or the scope of your business.

File Clerk Job Responsibilities:

  • Uploads digital files and data.
  • Organizes and archives records and documents.
  • Makes copies of paperwork and distributes as needed.
  • Retrieves data and files for other departments and personnel.
  • Uses alphabetical and numerical systems to organize paper and electronic records documents.
  • Checks paperwork, digital forms, and files, updating or correcting documentation as needed.
  • Updates filing systems and devises new filing and organizational and storage systems for data and documents as needed.
  • Creates new files and provides needed information on forms and reports.
  • Secures and protects the privacy of documents.
  • Scans paper documents and verifies that scanned documents are clear and legible.
  • Processes requests for files and data.
  • Records when and what documents have been borrowed and returned.
  • Monitors filing materials and office supplies and works with vendors to secure needed supplies, or reports when new purchases need to be made to purchasing officer.
  • Discards documents when required in accordance with official procedures.
  • Transcribes audio and video content.
  • Operates office equipment.
  • Looks for ways to improve filing systems and designs forms and templates for data entry.
  • Types and performs data entry.
  • Works with warehouse personnel or outside storage vendors to assure safe archiving of documents.
  • Checks and corrects documentation and placement of previously filed documents.

[Work Hours & Benefits] In this section of your file clerk job description, you’ll want to sell the position to potential applicants in a similar way as your first paragraph marketed the workplace to candidates. To ensure that the salary range you mention in your job post is in line with similar salaries in your region, you can use a salary tool that allows you to input job title and location. You can also mention benefits, including healthcare, tuition reimbursement, skills training, or paid time off.

File Clerk Qualifications/Skills:

  • Strong organizational skills
  • Attention to detail
  • Integrity, discretion, and respect for confidentiality and privacy
  • A dedication to preserving information and materials
  • Adept typing, word-processing, and data entry skills
  • Clear handwriting
  • Ability to read and understand a wide range of materials
  • Verbal communication and interpersonal skills
  • Research and critical thinking skills

Education, Experience, & Licensing Requirements:

  • High school graduate or equivalent
  • Knowledge of basic office and administrative software such as MS Office
  • Experience working in an office setting
  • Previous clerical experience
  • Experience working with file-keeping software or cloud storage a plus

[Call to Action] Your job description should finish strong with a call to action that urges applicants to send a resume or fill out an online application.

You’ve Drafted Your File Clerk Job Description. Now Find the Right Candidates

Use your job description to help you hire an efficient clerical worker to organize your business or agency’s documents and data. Starting your hiring process with a free job listing from Monster should help you find the ideal candidate.