File Clerks

File correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order or according to the filing system used. Locate and remove material from file when requested.

Job Task

• Add new material to file records, and create new records as necessary.
• Answer questions about records and files.
• Assign and record or stamp identification numbers or codes in order to index materials for filing.
• Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage according to file maintenance guidelines and/or legal requirements.
• Enter document identification codes into systems in order to determine locations of documents to be retrieved.
• Find and retrieve information from files in response to requests from authorized users.
• Keep records of materials filed or removed, using logbooks or computers.
• Modify and improve filing systems, or implement new filing systems.
• Perform periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition.
• Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
• Scan or read incoming materials in order to determine how and where they should be classified or filed.
• Sort or classify information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Track materials removed from files in order to ensure that borrowed files are returned.
• Convert documents to films for storage on microforms such as microfilm or microfiche.
• Design forms related to filing systems.
• Gather materials to be filed from departments and employees.
• Operate mechanized files that rotate to bring needed records to a particular location.
• Perform general office duties such as typing, operating office machines, and sorting mail.
• Retrieve documents stored in microfilm or microfiche and place them in viewers for reading.

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