File Clerk Job

What is a File Clerk?

A File Clerk is the professional who is charged with storing, maintaining, accessing and securing an entity’s documentation. This may require keeping up with physical documents, such as receipts, contracts, and invoices, or electronic systems, electronic files, and databases. They will keep files updated and properly categorized, eliminating old files, or archiving them when necessary for the orderly maintenance of the entity’s records.

Job Responsibilities

The job responsibilities of a File Clerk may vary to some degree depending on their employer. In some cases, as in a large law office, a you may only be responsible for one type of document, such as contracts or title documents. In any setting, file clerks must be organized and have an understanding of confidentiality and data protection. Here are some of the responsibilities of File Clerks:

• Properly store or input documents into an efficient filing system
• Catalog inputs into a database
• Edit, review, or update records/documents being placed in or retrieved from storage for document accuracy
• Develop and maintain systems for document storage and retrieval (for both paper documents and digital files)
• Train other employees in the efficient use of storage and retrieval systems
• Assign access to documents
• Provide document security
• Use office equipment (such as computers, telephones, photocopier and printers)
• Review documents and written external communications for format, consistency and compliance with existing procedures
• Train staff on document control procedures and policies
• Maintain revision control and tracking for controlled documents
• Confirm that all submitted documentation is accurate and complete
• Evaluate documents for proper categorization
• Computer map documents for location
• Adapt existing documents to other formats when needed
• Produce all necessary outlines, guidelines and reports

File Clerks: Career Outlook

According to the Bureau of Labor Statistics, about 154,100 openings for information clerks are projected each year, on average, over the decade. All of those openings are expected to result from the need to replace workers who transfer to other occupations or exit the labor force, such as to retire.Job prospects will be best for those applicants who can show they already possess certain skills. These include basic analytical ability, good typing skills, understanding data organization and storage. Being able to work on your own or with a team and being able to prioritize is a must.  A Legal Office Assistant diploma from Bryant & Stratton College could be just what you need to surpass the competition. Key courses include law office management and technology, office technology and software and computing skills.

Additional Training/Requirements

A File Clerk can enter the career with only a high school diploma, but many employers are looking for post-secondary education. You will certainly need to know word processing and spreadsheet applications, at a minimum.

Those wishing to advance their careers in the legal field can apply the courses and credits from the Legal Office Assistant diploma to an associate degree in paralegal studies at Bryant & Stratton College.

You can expect on-the-job training as a File Clerk to bring you up to speed on systems of document management and storage. You may also have to learn relevant terminology and become familiar with any regulations that may apply to your situation. Furthermore, as a legal File Clerk, you will likely need to be aware of the deadlines imposed by the state and federal courts on various types of documents and responses.

File Clerks must be detail-oriented, organized, and have good technical skills. In addition, you must be able to work well within a team, or on your own. Legal matters tend to be fast paced, so you must be able to work well with deadlines. Acting with integrity lay at the core of every skill learned. In the legal field, you will come in contact with personal and sensitive client information. This must be kept confidential at all times.

Employment Settings

According to the Bureau of Labor Statistics, file clerks are employed in nearly every industry, many working full-time in government agencies, hotels, and healthcare facilities.

This is a full-time job. It is conducted in an office environment. Those in the legal field may work longer hours depending on pending deadlines and their workload. Because of this, and the fast pace of the legal profession, this career can be stressful at times.

For insights into a career as a File Clerk, please visit the Paralegal section of our blog. Here you will find valuable information about careers in the legal field. Explore the website and be sure to visit the File Clerk Diploma page.

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