Profession file clerk

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

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Personality Type

• Conventional / Realistic

Tasks file clerk

• Keep records of materials (documents, correspondence, medical or other records) filed using e.g. computers or logbooks.
• Add new material to file records and create new records as necessary.
• Gather relevant materials to be filed, e.g. from departments and employees.
• Examine 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.
• Assign and record or stamp identification numbers or codes in order to index materials for filing.
• Find and retrieve information from files in response to requests from authorized users, and lend, copy or duplicate documents or other records if necessary.
• Track materials removed from files in order to ensure that borrowed files are returned.
• Organize the storage of materials (e.g. in filing cabinets, boxes, storage media) according to classification and identification information.
• Remove old material from file records conforming to compulsory periods of record-keeping.
• Perform general office duties such as typing, operating office machines and sorting mail.

Related professions clerk

• Administrative services department manager
• Bills clerk
• Bookkeeping clerk
• Brokerage clerk
• Clerk, all other
• Coding clerk
• Credit clerk
• First line supervisor of office clerks
• Form filling assistance clerk
• Freight clerk
• Insurance clerk
• Invoice clerk
• Marketing clerk
• Materials scheduling clerk
• Mortgage clerk
• New accounts clerk
• Office clerk
• Order clerk
• Order scheduling clerk
• Payroll clerk
• Personnel clerk
• Procurement clerk
• Production planning clerk
• Sales support clerk
• Secretary clerk
• Statistical clerk
• Stock clerk, warehouse clerk
• Weighing clerk

Knowledge

• Information confidentiality

  The mechanisms and regulations which allow for selective access control and guarantee that only authorised parties (people, processes, systems and devices) have access to data, the way to comply with confidential information and the risks of non-compliance.

Skills

• Respect data protection principles

  Ensure that access to personal or institutional data conforms to the legal and ethical framework governing such access.

• Perform clerical duties

  Perform administrative tasks such as filing, typing up reports and maintaining mail correspondence.

• Use office systems

  Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.

• Ensure information transparency

  Ensure that required or requested information is provided clearly and completely, in a manner which does not explicitly withhold information, to the public or requesting parties.

• Organise business documents

  Put together documents coming from the photocopier, the mail, or the daily operations of businesses.

• Facilitate access to information

  Prepare documents for archiving; ensure that the information can easily be accessed at all times.

• Carry out records management

  Manage the life-cycle of records of institutions, indivduals, corporate bodies, collections, oral history.

• Fill out forms

  Fill out forms of a different nature with accurate information, legible calligraphy, and within a timely manner.

• Ensure proper document management

  Guarantee that the tracking and recording standards and rules for document management are followed, such as ensuring that changes are identified, that documents remain readable and that obsoleted documents are not used.

• Keep task records

  Organise and classify records of prepared reports and correspondence related to the performed work and progress records of tasks.

• File documents

  Create a filing system. Write a document catalogue. Label documents etc.

Optional knowledge and skills

Source: Sisyphus ODB