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File Clerk Job Description

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File Clerk Job Description

We are recruiting for a File Clerk to make sure our organisation’s records are correctly sequenced and filed, and to capture tracking information in electronic databases. As a File Clerk you will gather documentation from internal departments and codes material chronologically, numerically, alphabetically, and by subject matter.

You will store hard copies of documents such invoices, receipts and forms, and create new files. You will retrieve information on request, ensure records are returned to appropriate locations, and request records from other external locations.

To succeed in this role, you should have proficient understanding of the importance of accurate filling, and maintain an accurate record-keeping system. Preferred candidates are focused, organized and thorough.

File Clerk Responsibilities

  • 1+ years work experience in similar position.
  • Proficient with using computers, and MS Office Word and Excel.
  • Proficient with using photocopy and facsimile machines.
  • Excellent verbal and written communication skills.
  • Ability to maintain confidentiality of information.
  • Outstanding communication skills, both verbal and written. High school diploma, GED, or suitable equivalent.

File Clerk Requirements

  • Collect documentation from various sources.
  • Create and update files.
  • Assess, organise and coding documentation.
  • Destroy outdated files following protocol or moving these to inactive storage.
  • Scan files regularly to ensure their correct positions and to search for missing records.
  • Retrieve records on request and forwarding these to relevant parties.
  • Make copies of and delivering records.
  • Execute authorized changes to filing system.
  • Assist with phone inquiries.
  • Receive and forwarding mail and courier packages.
  • 1+ years work experience in similar position.
  • Proficient with using computers, and MS Office Word and Excel.
  • Proficient with using photocopy and facsimile machines.
  • Excellent verbal and written communication skills.
  • Ability to maintain confidentiality of information.
  • Outstanding communication skills, both verbal and written. High school diploma, GED, or suitable equivalent.

Personalising Your File Clerk Job Description Advise

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company’s culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.


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