File Clerk Job Description

Company Letterhead

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Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Job Title

File Clerk

Department

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Reports To

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Job Summary

The File Clerk is responsible for organizing, maintaining, and retrieving physical and digital files and records. This role ensures the efficient and accurate management of information, supporting various departments within the organization.

Key Responsibilities

• Sort, categorize, and file documents according to established procedures (alphabetic, numeric, chronological, or by subject).

• Maintain accurate and up-to-date filing systems, both physical and electronic.

• Retrieve documents upon request and ensure their timely return.

• Perform regular audits of files to ensure accuracy and completeness.

• Assist in the digitization of physical records and data entry tasks.

• Handle confidential information with discretion and integrity.

• Manage archive processes, including boxing and cataloging older files for off-site storage.

• Report any discrepancies or issues with filing systems to the supervisor.

• Assist with general office duties as required, such as photocopying, scanning, and mail distribution.

Qualifications

• High School Diploma or equivalent; a post-secondary certificate in office administration is a plus.

• Proven experience as a File Clerk or in a similar administrative role.

• Familiarity with office organization and filing systems.

• Proficiency in Microsoft Office Suite (Word, Excel) and data entry.

• Strong attention to detail and accuracy.

• Excellent organizational and time management skills.

• Ability to handle confidential information.

• Good communication and interpersonal skills.

Physical Requirements

• Ability to lift and move file boxes (up to {{weight_kg}} kg).

• Ability to stand, sit, and walk for extended periods.

• Manual dexterity to handle documents and operate office equipment.

Working Conditions

• Standard office environment.

• May involve occasional exposure to dusty conditions when handling old files.

Date of Creation/Revision

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Approved By

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Date: {{approval_date}}