File Clerks

Career summary

#closest match is general office clerk 1418; no alt titles, checked 2/25/15 lh

File clerks examine incoming material and sort it according to an established order. They code the material and prepare it for filing. Some file clerks file information in paper files in filing cabinets. Many file clerks store information on computers. They may scan and make digital copies of paper files.

File clerks ensure that new information is added to files and that outdated materials are moved to storage files or discarded. They also check files to be sure they remain in proper sequence. When records are missing, file clerks trace them. When files are requested, clerks locate and retrieve them for the user.

Clerks also keep track of borrowed materials in a logbook or computer. They use computerized filing and retrieval systems. They may create identification codes that are used when calling up these files.

As offices change the way they store information, file clerks may initiate changes in filing systems. Clerks may also perform other clerical duties. For example, they may:

• Enter data
• Type
• Sort mail
• Operate office machines

Related careers

This career is part of the Business Management and Administration cluster of careers.

Related careers include:

• Billing Clerks
• Bookkeeping and Accounting Clerks
• General Office Clerks
• Health Information Technicians
• Legal Secretaries
• Mail Clerks
• Medical Secretaries
• Payroll and Timekeeping Clerks
• Receptionists
• Shipping and Receiving Clerks
• Stock Clerks
• Title Examiners and Searchers
• Typists and Word Processors

Job duties

Task list

The following list of tasks is specific to file clerks.

• Keep track of borrowed files using a logbook or computer and trace lost materials.
• Locate, retrieve, and prepare files for users when requested.
• Code materials for filing.
• Store letters, forms, reports, and other documents in paper files or other storage devices.
• Use computerized filing and retrieval systems.
• Update files by removing outdated information and adding new information.
• Sort and organize materials by subject matter, alphabetical, or numerical order.
• Determine how and where new materials should be filed.
• Answer questions about records and files.
• Examine files and materials for sequence, damage, and accuracy.
• Use imaging systems to scan paper or film and store information on optical disks.
• Convert materials to film to store on microfiche.
• Make changes in filing systems as necessary.
• May perform general clerical duties, such as typing, entering data, and sorting mail.

Common work activities

File clerks perform the following tasks. These tasks are common to many careers.

• Use computers
• Organize, plan, and prioritize work
• Get information needed to do the job
• Establish and maintain relationships
• Communicate with supervisors, peers, or subordinates
• Perform administrative tasks
• Process information
• Document and record information
• Update and use job-related knowledge
• Identify objects, actions, and events
• Make decisions and solve problems
• Evaluate information against standards
• Handle and move objects

Work requirements

Working conditions

In a typical work setting, file clerks:

Interpersonal relationships

• Have a high level of social contact. They work with coworkers most of the time. However, they also spend time alone when working with data and filing systems.
• Communicate with coworkers daily by telephone or in person.
• Work in a group or as part of a team on a daily basis.
• Sometimes use e-mail to communicate with coworkers.
• Occasionally may deal with rude or unpleasant customers.

Physical work conditions

• Always work indoors.
• Work somewhat close to coworkers. They often share the same office space.

Work performance

• Must be sure that all details of the job are done and their work is exact. Errors could cause very important files to be lost or misplaced.
• Abide by strict deadlines on a daily basis.
• Make decisions that often impact coworkers. They consult coworkers and supervisors for some decisions, but make most without talking to a supervisor.
• Are usually able to set most tasks for the day without consulting with a supervisor. This is because they do many of the same tasks throughout a workday.
• Repeat the same tasks over and over, such as answering the phone and storing and locating files.

Hours/travel

• Generally have a set schedule each work. File clerks usually work regular business hours.
• May work part time or full time, but most work about 40 hours per week.

Physical demands

File clerks frequently:

• Sit for long periods of time.
• Repeat the same movements.

It is important for file clerks to be able to:

• See details of objects that are less than a few feet away.
• Understand the speech of another person.
• Speak clearly so listeners can understand.

It is not as important, but still necessary, for file clerks to be able to:

• Use fingers to grasp, move, or assemble very small objects.
• See details of objects that are more than a few feet away.
• Hold the arm and hand in one position or hold the hand steady while moving the arm.
• Use one or two hands to grasp, move, or assemble objects.
• Move two or more limbs together (for example, two arms, two legs, or one leg and one arm) while remaining in place.
• Use muscles to lift, push, pull, or carry heavy objects.
• Use stomach and lower back muscles to support the body for long periods without getting tired.
• Be physically active for long periods without getting tired or out of breath.
• Bend, stretch, twist, or reach out.
• Coordinate movement of several parts of the body, such as arms and legs, while the body is moving.
• Keep or regain the body's balance or stay upright when in an unstable position.
• Make fast, repeated movements of fingers, hands, and wrists.
• See differences between colors, shades, and brightness.

Skills and abilities

File clerks need to:

Communicate

• Understand written information.
• Understand spoken information.
• Read and understand work-related materials.
• Speak clearly so listeners can understand.
• Write clearly so other people can understand.
• Listen to others and ask questions.

Reason and problem solve

• Follow guidelines to arrange objects or actions in a certain order.
• Develop rules that group items in various ways.
• Concentrate and not be distracted while performing a task.
• Notice when something is wrong or is likely to go wrong.
• Use reasoning to discover answers to problems.
• Combine several pieces of information and draw conclusions.
• Analyze ideas and use logic to determine their strengths and weaknesses.

Manage oneself, people, time, and things

• Check how well one is learning or doing something.
• Manage the time of self and others.

Work with people

• Look for ways to help people.
• Be aware of others' reactions and understand the possible causes.

Perceive and visualize

• Quickly and accurately compare letters, numbers, objects, pictures, or patterns.
• Identify a pattern (a figure, object, word, or sound) that is hidden in distracting material.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Medical Office Support
• Office Support

Training

To work as a file clerk, you typically need to:

• have a high school diploma or equivalent; and
• complete short-term, on-the-job training.

Education after high school

In general, file clerks do not need a degree other than a high school diploma. However, taking courses in computer skills and office practices after high school can be useful. Courses in word processing, business communications, and records management are also good preparation. Community colleges, professional-technical schools, and private business schools all offer related courses. Many of these courses can lead to an associate degree, which is becoming more desirable to employers.

On-the-job training

Most file clerks learn their skills on the job. The length of this training varies by employer. Most file clerks receive up to one month of training. Many employers offer classroom-based training. However, you need keyboarding skills and knowledge of office practices to get hired.

Helpful high school courses

You should take a general high school curriculum that meets the state's graduation requirements. You will be required to take both math and science classes to graduate.

Helpful electives to take in high school that prepare you for this career include:

• Computer Applications
• Office Procedures

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups that may be available in your high school or community.

Things to know

File clerks should have at least a high school diploma or equivalent. Many employers prefer applicants who have some college training, although college is usually not required for entry-level jobs. This may change in the future, however, as some employers prefer applicants with an associate degree.

Knowledge of word processing and spreadsheet software is very helpful. Employers also prefer applicants who have experience working in an office and who get along well with others.

#Took over national content to remove comment about how most employers prefer applicants who have computer experience, 4/11/16 cj.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• File Clerks 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

The minimum wage for Washington State as of January 1, 2020 is $13.50 per hour. Some areas of the state may have a higher minimum wage.

Wages among file clerks vary quite a bit. The area of the country, the size of the city, and the type and size of the organization all affect wages. In addition, wages vary with the clerk's level of responsibility and experience.

File clerks who work full time may receive benefits such as paid vacation, sick leave, and health insurance.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

File clerks work in nearly every industry.

Major employers:

• Doctors' offices
• State and local government agencies
• Law offices

National outlook

Growth of this occupation will decline due to office automation, which allows fewer workers to perform the same quantity of work. In addition, duties that file clerks used to do will increasingly be done by other workers. Small growth will occur as more people get older and apply for programs such as Social Security. New health insurance laws may also bring more people into the health care system.

Despite employment declines, many jobs will be created by people leaving the occupation. This is common for occupations that require little formal training. File clerks with typing, clerical, and computer skills will have the best job opportunities.

Other resources

Washington Business Week 
PO Box 1170
Renton, WA 98057
253.237.3545

References

Career cluster

• Business Management and Administration

Career path

• Conventional (Business Operations)

O*Net  occupation

• File Clerks (43-4071.00) 

O*Net job zone 

• Job Zone 2 - Some preparation needed. Some previous work-related skill, knowledge, or experience may be helpful in these occupations, but usually is not needed.

DOT occupations

• Classification Clerk (206.387-010) 
• File Clerk I (206.387-034) 
• File Clerk II (206.367-014) 
• Fingerprint Clerk II (206.387-014) 
• Record Clerk (206.387-022) 
• Tape Librarian (206.367-018) 

Holland occupational cluster

• Conventional/Realistic/Enterprising

COPSystem

• Clerical