Profession file clerk

File clerks are in charge of maintaining records of a company and managing forms and information. They organise and retrieve documents when necessary and ensure an efficient working system.

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Personality Type

  • Conventional / Realistic

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

  • Carry out records management

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

  • 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.

  • 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.

  • Facilitate access to information

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

  • Fill out forms

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

  • 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.

  • File documents

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

  • Keep task records

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

  • Perform clerical duties

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

  • Respect data protection principles

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

Optional knowledge and skills

maintain museum records maintain service record book develop classification systems keep records on sales health records management keep promotions records keep stock records digitise documents manage digital archives use software for data preservation keep records of customer interaction maintain records of maintenance interventions

Common job titles

  • Mail services clerk
  • File clerk
  • General file clerk
  • Office assistant/clerk
  • Scanning clerk (irvine, ca) 43979
  • File clerk - full time
  • File clerk - law firm
  • File clerk
  • Legal copy clerk