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.
Sample of reported job titles:
Claims Clerk, Clerk, Documentation Specialist, File Clerk, Manufacturing Clerk, Medical Records Clerk, Office Assistant, Police Records Clerk, Records Clerk
Occupation-Specific Information
Tasks
- Add new material to file records or create new records as necessary.
- Track materials removed from files to ensure that borrowed files are returned.
- Gather materials to be filed from departments or employees.
- Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
- Scan or read incoming materials to determine how and where they should be classified or filed.
Technology Skills
- Accounting software:Intuit QuickBooks
- Cloud-based data access and sharing software:Microsoft SharePoint
- Data base user interface and query software:Microsoft Access
- Document management software:Adobe Systems Adobe Acrobat
- Electronic mail software:Email software,Microsoft Outlook
Occupational Requirements
Work Activities
- Working with Computers:Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
- Organizing, Planning, and Prioritizing Work:Developing specific goals and plans to prioritize, organize, and accomplish your work.
- Getting Information:Observing, receiving, and otherwise obtaining information from all relevant sources.
- Communicating with Supervisors, Peers, or Subordinates:Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Establishing and Maintaining Interpersonal Relationships:Developing constructive and cooperative working relationships with others, and maintaining them over time.
Detailed Work Activities
- Attach identification information to products, items or containers.
- Compile data or documentation.
- Develop data analysis or data management procedures.
- Enter information into databases or software programs.
- Examine documents to verify adherence to requirements.
Work Context
- Telephone:100% responded"Every day"
- Indoors, Environmentally Controlled:68% responded"Every day"
- Electronic Mail:66% responded"Every day"
- Physical Proximity:65% responded"Slightly close (e.g., shared office)"
- Importance of Being Exact or Accurate:62% responded"Extremely important"
Worker Requirements
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.
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.
Education
How much education does a new hire need to perform a job in this occupation? Respondents said:
- 40%High School Diploma - or the equivalent (for example, GED)
- 25%Master's Degree
- 11%Post-Secondary Certificate - awarded for training completed after high school (for example, in agriculture or natural resources, computer services, personal or culinary services, engineering technologies, healthcare, construction trades, mechanic and repair technologies, or precision production)
- 10%Associate's Degree (or other 2-year degree)
- 7%Less than a High School Diploma
Worker Characteristics
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.
Interests
- Conventional:Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
- Realistic:Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
- Enterprising:Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
Work Values
- Support:Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
- Relationships:Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
- Independence:Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.
Work Styles
- 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.
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