File Clerks


Also called : Claims Clerk, Clerk, Documentation Specialist, File Clerk, Manufacturing Clerk, Medical Records Clerk, Office Assistant, Police Records Clerk, Records Clerk

What they do


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.

On the job, one would


  • Scan or read incoming materials to determine how and where they should be classified or filed.

  • Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.

  • Perform general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials.

  • Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.

  • Answer questions about records or files.

KNOWLEDGE


  • Administrative
    Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.

  • English Language
    Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

  • Computers and Electronics
    Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

  • Customer and Personal Service
    Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

SKILLS


  • Reading Comprehension
    Understanding written sentences and paragraphs in work-related documents.

  • Active Listening
    Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

  • Critical Thinking
    Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

  • Monitoring
    Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

  • Service Orientation
    Actively looking for ways to help people.

ABILITIES


  • Information Ordering
    The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

  • Category Flexibility
    The ability to generate or use different sets of rules for combining or grouping things in different ways.

  • Near Vision
    The ability to see details at close range (within a few feet of the observer).

  • Written Comprehension
    The ability to read and understand information and ideas presented in writing.

  • Oral Comprehension
    The ability to listen to and understand information and ideas presented through spoken words and sentences.

PERSONALITY

People interested in this work, will do well at jobs that need;

  • Attention to Detail
    Job requires being careful about detail and thorough in completing work tasks.

  • Dependability
    Job requires being reliable, responsible, and dependable, and fulfilling obligations.

  • Cooperation
    Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

  • Integrity
    Job requires being honest and ethical.

  • Independence
    Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.

  • Adaptability/Flexibility
    Job requires being open to change (positive or negative) and to considerable variety in the workplace.

  • Initiative
    Job requires a willingness to take on responsibilities and challenges.

  • Stress Tolerance
    Job requires accepting criticism and dealing calmly and effectively with high-stress situations.

  • Persistence
    Job requires persistence in the face of obstacles.

  • Self-Control
    Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

TECHNOLOGY

  • Accounting software

  • Cloud-based data access and sharing software

  • Data base user interface and query software

  • Document management software

  • Electronic mail software

  • Filesystem software

  • Medical software

  • Office suite software

  • Operating system software

  • Optical character reader OCR or scanning software

  • Presentation software

EDUCATION AND TRAINING

  • Preparation

    Some Preparation Needed

  • Education

    High school diploma.

  • Experience

    Some previous work-related skill, knowledge, or experience is usually needed.

  • Jobtraining

    Employees in these occupations need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with these occupations.

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