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 the file when requested.

  • 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.
  • Keep records of materials filed or removed, using logbooks or computers and generate computerized reports.
  • Add new material to file records or create new records as necessary.
  • Gather materials to be filed from departments or employees.
  • Find, retrieve, and make copies of information from files in response to requests and deliver information to authorized users.
  • Track materials removed from files to ensure that borrowed files are returned.
  • Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
  • Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements.
  • Perform periodic inspections of materials or files to ensure correct placement, legibility, or proper condition.
  • Modify or improve filing systems or implement new filing systems.
  • Design forms related to filing systems.
  • Complete general financial activities, such as processing accounts payable, reviewing invoices, collecting cash payments, or issuing receipts.
  • Operate mechanized files that rotate to bring needed records to a particular location.
  • Assign and record or stamp identification numbers or codes to index materials for filing.
  • Retrieve documents stored in microfilm or microfiche and place them in viewers for reading.
Work Context
  • Telephone — 100% responded "Every day".
  • Electronic Mail — 66% responded "Every day".
  • Importance of Being Exact or Accurate — 63% responded "Extremely important".
  • Contact With Others — 55% responded "Constant contact with others".
  • Work With Work Group or Team — 46% responded "Extremely important".
  • Spend Time Sitting — 46% responded "Continually or almost continually".
  • Letters and Memos — 42% responded "Every day".
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Work Activities
  • Interacting 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.
  • Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
  • Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  • Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
  • Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
  • Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
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Detailed Work Activities
  • Enter information into databases or software programs.
  • Sort mail.
  • Operate office equipment.
  • Type documents.
  • Maintain inventory records.
  • Search files, databases or reference materials to obtain needed information.
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Knowledge

Clerical
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and 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.
Writing
  • Communicating effectively in writing as appropriate for the needs of the audience.
Speaking
  • Talking to others to convey information effectively.
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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).
Written Comprehension
  • The ability to read and understand information and ideas presented in writing.
Near Vision
  • The ability to see details at close range (within a few feet of the observer).
Category Flexibility
  • The ability to generate or use different sets of rules for combining or grouping things in different ways.
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Personality

People interested in this work like activities that include ideas, thinking, and figuring things out.
They do well at jobs that need:
  • Achievement/Effort
  • Persistence
  • Initiative
  • Leadership
  • Cooperation
  • Concern for Others
  • Social Orientation
  • Self Control
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Technology

You might use software like this on the job:

Data base user interface and query software
  • Data entry software Hot Technology
  • Microsoft Access Hot Technology
Word processing software
  • Microsoft Word Hot Technology
Presentation software
  • Microsoft PowerPoint Hot Technology
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