* * * This is NOT a job offer * * * The purpose of this occupational guide is to provide you with useful information to help you make career decisions. If you are searching for a job, please go to CalJobs (for jobs in California)     OR      JOBcentral (for jobs nationwide)

More Occupational Guides

File Clerks

THE JOB

Offices need to find stored records quickly and easily.  There are a number 
of storage systems that make this possible.  Some businesses store their 
records by alphabetical order, numerical order, by geographical location, by 
subject matter, by code, or by some other system.  Some systems are 
automated.  The responsibility for classifying, storing, updating, and 
retrieving information in hard copy is assigned to FILE CLERKS.

File Clerks eliminate files, throw away old items, prepare new folders when 
needed, and do routine searches for lost files.  In some offices, the duties 
of File Clerks include typing, operation of office machines, and sorting and 
delivering incoming mail.

There are many different types of filing systems.  Most File Clerks place 
paper files in file cabinets.  Some clerks operate mechanical files that 
rotate to bring the needed records to them.  Others get documents stored in 
microfilm or microfiche and place them in viewers.  A number of File Clerks 
use optical disks to store files.

More and more File Clerks are using computerized filing and retrieval 
systems.  In these systems, information on the location of documents is 
stored on a computer.  To access a document, the clerk enters the document's 
identification code, gets the location, and gets the document.  Files need 
to be up-to-date, so processing and filing must be done right after 
receiving the records.

In small offices, File Clerks often type, sort mail, or operate copying 
machines along with their regular duties.  Those who work with automated 
filing systems may code, do indexing, or put all incoming documents on 
microfilm or microfiche.

The job title of File Clerk is less used nowadays.  When filing is done 
along with other work, the job is often classified by that other work, such 
as Clerk Typist or Receptionist.  The job title may also refer to the type 
of information being handled, such as the Statements Clerk at a bank, or the 
Records Clerk in an insurance company.  Employers may also hire entry-level 
staff under a general classification such as Assistant Clerk, or Office 
Assistant and then rotate the clerical workers in a number of duties or 
change the jobs to include several clerical tasks.


WORKING CONDITIONS

File Clerks usually work in nice, well-lighted air-conditioned offices with 
other clerical workers.  The work is light but may involve a lot of 
standing, walking, reaching, pulling, and bending, depending on the type of 
filing method used.  Where mechanized or automated filing systems are used, 
there is less physical activity involved.  Those who spend a lot of time 
using video display terminals may suffer eyestrain and muscle and joint pain.


EMPLOYMENT OUTLOOK

The California Projections of Employment, published by the Labor Market 
Information Division of the Employment Development Department, estimates 
that the number of File Clerks in California will reach 43,670 by 2005, an 
increase in new jobs of 980 over the number there was in 1993.

There will also be an estimated 16,780 job openings due to people retiring 
or leaving the occupation.  Added to the 980 new jobs expected, this makes 
for an estimated total of 17,760 job opportunities through 2005.

(These figures do not include self-employment nor openings due to turnover.)


WAGES, HOURS, AND FRINGE BENEFITS

Salaries for File Clerks depend on experience, time on the job, skill, and 
the demands of the job.  Salary ranges also depend on what county the job is 
in and on industry of employment.  Beginning wages go from minimum wage to 
$11.00 per hour.  File Clerks with some experience can expect to earn about 
a dollar more.  Fully experienced File Clerks make between $6.00 and $14.00 
per hour.  The normal workweek is 40 hours.  Hospitals may require weekend 
and evening work.  Most companies offer paid sick leave, vacation, holidays, 
and retirement plans.  Some companies also provide health, dental, and life 
insurance benefits.


ENTRANCE REQUIREMENTS AND TRAINING

Most employers prefer applicants with a high school diploma, GED, or a mix 
of education and related work experience.  Readable handwriting, good 
English and spelling skills, plus the ability to read accurately and rapidly 
are important to this job.  File Clerks must be able to work with others 
since part of the job may consist of helping fellow workers.  They must be 
alert, accurate and able to make quick decisions.  Willingness to do routine 
and detailed work is important.  Applicants for civil service jobs are 
required to take a written and oral examination.

Because File Clerks generally hold entry level jobs, some employers feel 
an applicant's willingness to work and learn is more important than any 
special training or education.  Usually, each employer has to train new File 
Clerks on the company's filing system and office procedures.  In companies 
that have traditional filing methods, the clerk can learn the job fast.  
Learning to operate mechanical or computerized filing systems takes more 
time.  Doing Filing takes several months of on-the-job training.


ADVANCEMENT

File Clerks is considered an entry-level job for people with little or no 
work experience.  Big companies and government agencies hire many levels of 
clerks, depending upon how complex the work is.  These levels allow clerks 
to promote within the clerical field as their skills and experience 
increase.  Most File Clerks advance in this way to become Typists, 
Bookkeepers, Office Machine Operators, or Receptionists.  Those who stay 
in filing work may become supervisors or trainers.


FINDING THE JOB

Jobs may be found by contacting employers directly, in newspaper ads, and 
byregistering with the California Employment Development Department Job 
Service, private agencies, and school placement centers.  People interested 
in government employment should apply at federal, state, county, or city 
personnel offices.


ADDITIONAL SOURCES OF INFORMATION

California Employment Development Department offices can provide information 
about job openings for File Clerks.

RELATED OCCUPATIONAL GUIDES

Typists                          No.   20
Receptionist                     No.   21
Stock Clerks                     No.   74
Credit Clerks                    No.  526

OCCUPATIONAL CODE REFERENCES

DOT (Dictionary of Occupational Titles, 4th ed., Rev. 1)
File Clerk I (clerical)        206.387-034

OES (Occupational Employment Statistics) System
File Clerks                         553210


Source:  State of California, Employment Development Department,
         Labor Market Information Division, Information Services Group,
         (916) 262-2162.