Torchora
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Key Responsibilities and Required Skills for Filing Clerk

💰 $35,000 - $50,000 Annually (Varies by Location & Experience)

AdministrativeOffice SupportClericalRecords Management

🎯 Role Definition

As a Filing Clerk, you are the backbone of our information management infrastructure. This position is responsible for the systematic organization, maintenance, and retrieval of both physical and digital company records. You will play a critical role in ensuring operational efficiency, supporting departmental data needs, and upholding compliance with records retention policies. Your meticulous work will directly impact the accessibility and security of crucial business information, making you an essential partner to all teams across the organization.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Office Assistant
  • Receptionist
  • Data Entry Clerk

Advancement To:

  • Senior Records Clerk / Lead Filing Clerk
  • Records Manager
  • Office Manager

Lateral Moves:

  • Administrative Assistant
  • Document Control Specialist

Core Responsibilities

Primary Functions

  • Systematically sort, code, and file a high volume of paper and electronic documents, including correspondence, invoices, and client records, according to established company procedures and classification systems.
  • Efficiently locate and retrieve requested files, records, and information for authorized personnel, ensuring timely access while maintaining strict confidentiality and tracking document movement via a check-out/check-in system.
  • Operate high-speed scanning equipment to convert physical documents into digital formats, performing rigorous quality checks to ensure legibility, accuracy, and proper indexing for easy retrieval within the electronic document management system (EDMS).
  • Perform accurate and timely data entry to update records, databases, and tracking logs, ensuring the integrity and currency of all information systems.
  • Create new files and folders as needed, applying correct labeling conventions and integrating them seamlessly into the existing filing structure.
  • Manage the entire lifecycle of records, from creation and active use to archiving and eventual secure destruction, in strict accordance with the company's records retention schedule and compliance policies.
  • Conduct regular audits of the filing system to ensure accuracy, identify misfiled documents, and maintain overall order and integrity of the records.
  • Process and manage incoming and outgoing mail and correspondence related to records, distributing documents to the appropriate departments or personnel.
  • Maintain and organize both active and inactive record storage areas, ensuring they are clean, secure, and logically arranged for efficient access.
  • Develop and maintain a comprehensive index and filing system guide to facilitate consistent and logical organization of documents across the company.
  • Respond to inquiries from staff regarding file locations, document history, and general records management procedures, providing clear and helpful guidance.
  • Prepare archived records for off-site storage, which includes boxing, labeling, and coordinating with third-party storage vendors while meticulously documenting all transfers.
  • Handle sensitive and confidential information with the utmost discretion and professionalism, adhering to all privacy regulations and company policies.
  • Purge outdated documents and records according to the established retention schedule, ensuring proper and secure disposal methods are used.
  • Assist in the implementation and training of new document management technologies or procedural updates to improve efficiency and compliance.

Secondary Functions

  • Provide general administrative and clerical support to various departments, including photocopying, faxing, and collating documents.
  • Assist with managing and ordering office and filing supplies, ensuring necessary materials like folders, labels, and toner are always in stock.
  • Offer backup support for reception duties, such as answering phones and greeting visitors, during peak times or staff absences.
  • Help prepare and organize documents and binders for meetings, presentations, and internal or external audits.
  • Perform routine data verification and cleanup tasks within company databases to support data quality initiatives.

Required Skills & Competencies

Hard Skills (Technical)

  • Document Management Systems (DMS/EDMS): Proficiency in using electronic document management software (e.g., SharePoint, DocuWare, M-Files).
  • MS Office Suite: Strong command of Microsoft Office applications, particularly Word, Excel for tracking, and Outlook for communication.
  • Data Entry & Typing Speed: Fast and accurate keyboarding skills for efficient data entry and document labeling.
  • Filing Systems Expertise: Deep understanding of various filing methodologies, including alphabetical, numerical, chronological, and subject-based systems.
  • Office Equipment Operation: Skilled in operating standard office machinery such as scanners, printers, copiers, and shredders.
  • Records Retention Policies: Knowledge of best practices and legal requirements for records retention and secure document destruction.

Soft Skills

  • Meticulous Attention to Detail: An exceptional ability to spot errors, maintain accuracy, and ensure every document is precisely handled.
  • Organizational & Time Management: Superior skills in prioritizing tasks, managing a high volume of documents, and meeting deadlines in a fast-paced environment.
  • Discretion and Confidentiality: Unwavering integrity and the ability to handle sensitive and confidential information responsibly.
  • Problem-Solving: Proactive in locating misplaced files, resolving filing discrepancies, and improving organizational systems.
  • Independent Work Ethic: The ability to work autonomously with minimal supervision while maintaining high productivity and quality standards.
  • Communication Skills: Clear and professional verbal and written communication for interacting with colleagues and responding to requests.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's Degree or professional certification in Office Administration, Records Management, or a related field.

Relevant Fields of Study:

  • Business Administration
  • Library and Information Science
  • Records Management

Experience Requirements

Typical Experience Range:

  • 1-3 years of experience in a similar clerical, administrative, or records management role.

Preferred:

  • Previous experience in a regulated industry (e.g., legal, healthcare, finance) where strict document control and confidentiality are paramount. Experience with both physical and digital filing environments is highly desirable.
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