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Title
Text copied to clipboard!File Clerk
Description
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We are looking for a meticulous and detail-oriented File Clerk to join our team. In this role, you will be responsible for managing all aspects of our company's documents, including sorting, filing, and retrieving files, as well as ensuring the security and confidentiality of company records. The ideal candidate will have a keen eye for detail, exceptional organizational skills, and the ability to work independently. You will play a critical role in maintaining the integrity of our filing system, ensuring that documents are easily accessible and up-to-date. This position requires someone who can manage a large volume of files, understands the importance of data privacy, and is comfortable using filing systems and office software. Your contributions will directly impact the efficiency and effectiveness of our operations, making you a valuable asset to our team.
Responsibilities
Text copied to clipboard!- Sort, organize, and file documents accurately.
- Retrieve files as requested by employees and management.
- Ensure the confidentiality and security of all files.
- Update and maintain filing systems, both electronic and physical.
- Coordinate with different departments to collect and distribute documents.
- Perform regular audits to ensure files are accurately placed and accessible.
- Label and track documents as needed.
- Assist in the digitization of paper records.
- Develop and implement efficient filing systems and procedures.
- Train staff on proper filing and document management practices.
- Handle sensitive information with discretion.
- Ensure compliance with document retention policies.
- Report any discrepancies or issues with the filing system.
- Assist with file retrieval during audits or legal proceedings.
- Manage file transfers and disposals according to policy.
- Keep an updated inventory of files and storage media.
- Respond to requests for information and access to files.
- Maintain a clean and organized file room or storage area.
- Collaborate with IT staff to ensure electronic files are properly backed up.
- Participate in meetings to discuss improvements to the filing system.
Requirements
Text copied to clipboard!- High school diploma or equivalent.
- Proven experience as a File Clerk or similar role.
- Familiarity with filing systems and record-keeping.
- Proficient in MS Office and filing software.
- Strong organizational and planning skills.
- Attention to detail and problem-solving ability.
- Ability to work independently and with a team.
- Excellent written and verbal communication skills.
- Ability to handle confidential and sensitive information.
- Physical ability to lift and move file boxes.
- Knowledge of data privacy laws and regulations.
- Ability to multitask and meet deadlines.
- Experience with electronic document management systems.
- Willingness to learn new filing systems and software.
- Flexibility to adapt to changing priorities and tasks.
- Commitment to maintaining high-quality standards.
- Customer service orientation for internal inquiries.
- Time management skills to efficiently organize workload.
- Basic understanding of office equipment maintenance.
- A positive attitude and willingness to support team members.
Potential interview questions
Text copied to clipboard!- Can you describe your previous experience with filing systems?
- How do you ensure the confidentiality and security of sensitive documents?
- What strategies do you use to manage a large volume of files efficiently?
- Can you give an example of a filing system you improved or implemented?
- How do you handle a situation where a document is missing or misplaced?
- What experience do you have with electronic document management systems?
- How do you prioritize tasks when managing both physical and electronic files?
- Can you describe a time when you had to train others on proper filing practices?
- How do you stay updated on data privacy laws and document retention policies?
- What do you do to ensure you meet deadlines in a fast-paced environment?