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File Clerks organize various materials such as cards, microforms, correspondence, invoices, and receipts into alphabetical or numerical order and place them in the departmental or corporate records. File Clerks may also file material according to subject matter, phonetic spelling, or other systems.

Job Duties 

File Clerks may:

Gather materials to be filed from departments and employees

Stamp materials received

Read incoming material to determine essential information such as content or title

Sort material according to filing system used

Type and index information on file folders

Determine where material will be filed

Place materials in files

Locate and remove materials from files upon request

Record materials removed and retrieve those not returned

Remove and destroy outdated materials

Photograph records using microfilming equipment

Add data to file records

Assist other office personnel

The tools and equipment used may include:

OCCUPATIONAL SPECIALTIES

File Clerks may specialize in these areas:

206.387-034 FILE CLERKS file various materials such as cards, microforms, correspondence, invoices and receipts. They generally use an alphabetical or numerical filing system. File Clerks may also file material according to subject matter, phonetic spelling, or other systems. File Clerks may be given specialized titles according to materials or subject matter filed, such as change-of-address clerk, subscription clerk, correspondence File Clerk, film File Clerk, maps File Clerk, medical records File Clerk, or x-rays File Clerk. They may also have specialized duties and titles according to their place of employment.

206.367-018 TAPE LIBRARIANS classify, catalog, and maintain a library of magnetic disks, reels of magnetic or punched-paper tape, or decks of magnetic cards or punch cards used for electronic data processing purposes.

In addition to learning about these specialties, you may also find it helpful to explore the following MOIScripts:

WORKING CONDITIONS AND REQUIREMENTS

File Clerks may work alone or with other file clerks under the supervision of an experienced file clerk. Filing is done in an office or in a central records room which resembles a stockroom. Work areas are usually clean, comfortable, and well lighted.

Some File Clerks work 5 days, 35 to 40 hours a week. Overtime is rarely required. Some File Clerks, such as those working in hospitals, may work different shifts if 24-hour-a-day operation is necessary.

Some File Clerks belong to a union such as the Office and Professional Employees International Union (AFL-CIO). File Clerks who belong to unions must pay dues.

You Should Prefer:

• Performing routine, standardized duties

• Working with things, data, and machines

• Activities which communicate ideas or information to other people

You Should Be Able To:

• Follow specific instructions

• Learn filing systems and work procedures

• Detect errors in filing

• Rate information by measurable & verifiable standards

• Adjust to work which requires accuracy

• Do the same work over and over

Math Problem You Should Be Able to Solve:

You are typing a label for a file. The label is 3 inches long and you are typing "1995 appointments". How do you center this phrase on the 3 inch label?

Reading Example You Should Be Able to Read and Comprehend:

Should be able to read and understand memorandums or other written direction regarding filing.

For example:

"File the 1995 appointment in alphabetical order by month"

Writing Example You Should Be Able to Produce:

Prepare a letter to a client informing them that you need updated information in order to update their file.

Thinking Skill You Should Be Able to Demonstrate:

Filing requires an individual to be organized and to keep track of large amounts of files. Therefore, you must think about the best way to organize files so that they can be found quickly when needed.

EDUCATION AND PREPARATION OPPORTUNITIES

NOTE: On-The-Job Training provided by the employer and a High School Diploma or Equivalent or a High School Diploma with specific Vocational Education Classes or a Certificate (program of up to one year of study beyond high school) or an Associate Degree (two years of study beyond high school) may qualify a person for this occupation.

The following education and preparation opportunities are helpful in preparing for occupations in the MOIScript:

***SCHOOL SUBJECTS***

0600 BUSINESS , 0700 CAREERS , 0900 COMMUNICATIONS , 1000 COMPUTERS , 1300 ENGLISH , 2200 MATH , 2600 PHOTOGRAPHY & VIDEO , 3100 STUDY & WORK OPTIONS

***VOCATIONAL EDUCATION PROGRAMS***

010 BUSINESS SERVICES & TECHNOLOGY

Approved programs in the Business Services and Technology are a combination of programs in accounting and computing, business data processing, and secretarial programs. The "cluster" provides students with access to acquiring an employable skill for an occupation within the broad field of business and office. Courses in other business and office programs may be required for completion of this program.

High school students should consult their guidance office for more information about the specific requirements of this program at their school or area vocational education center.

***POSTSECONDARY PROGRAMS***

138 GENERAL OFFICE CLERK TRAINING

Programs in General Office Clerk Training are designed for the individuals who wish to learn the basic clerical skills needed for employment in the various office settings. The programs will prepare students to perform such duties as duplicating data, compiling records and reports, tabulating and posting data in record books, sorting and filing correspondence and records, handling mail, and operating office machines.

Courses vary from school to school but may include:

  Search for a College and/or Instructional Program 

***APPRENTICESHIP OPPORTUNITIES***

There are no Apprenticeships related to this MOIScript

***MILITARY TRAINING OPPORTUNITIES***

There are no Military Programs related to this MOIScript

   E-Learning Courses and Programs 

OPPORTUNITIES FOR EXPERIENCE AND METHODS OF ENTRY

Experience is not usually required, although some employers prefer applicants with typing skills and knowledge of office procedures.

            School-to-Work opportunities include:

informal apprenticeships

mentorships

job shadowing experiences

touring a local Filing Clerks employer

internships

volunteer work with a Filing Clerks employer

community service work with an agency

Secondary vocational education business services and technology programs, as well as postsecondary general office clerk training programs, may offer co-op or work experience opportunities. Summer jobs with federal, state, or local government agencies or private employers may be available also.

There are several ways to enter filing jobs. You may apply directly to employers, take and pass civil service tests, contact a local union, or consult newspaper want ads. Assistance may be obtained from school placement offices and local offices of Michigan Works!. In addition, you should access and search the Internet's on-line employment services sites such as:

Michigan Talent Bank (http://www.michworks.org/mtb/user/MTB_EMPL.EntryMainPage)

Classifieds Employment (http://www.classifieds2000.com)

Yahoo! Careers (http://careers.yahoo.com/)

Michigan Department of Career Development (http://www.micigan.gov/mdcd)

Michigan Works! (http://www.michiganworks.org)

            You should also enter an electronic resume on these on-line services.

EARNINGS AND ADVANCEMENT

Salaries of File Clerks vary with the size and location of the employer. Earnings in urban areas tend to be higher than in rural areas.

Nationally, the median income of all File Clerks in 2001was $20,904 per year.  The median yearly earnings of  "all" workers in the U.S. were $31,044 in 2001.

In the federal government in 2002, beginning File Clerks without a high school diploma started at $14,757 per year, while those with a diploma started at $16,592. File Clerks with experience earned between $18,103 and $29,559. The salaries of these federal government workers may be higher in some urban areas.

In 2001, File Clerks in the Ann Arbor area earned an annual average of $23,438, while those in the Grand Rapids area averaged $20,176 per year.

File Clerks employed by the State of Michigan are classified as General Office Assistants. In mid 2002, they earned between $24,805 and $35,893 per year, depending on their experience and level of responsibility.

In addition to their regular earnings, some File Clerks receive annual bonuses based on the number of years worked, job performance, or company profits.

Fringe benefits received by File Clerks usually include health and life insurance, retirement plans, sick leave, paid vacations, and paid holidays. Other benefits may include dental insurance, vision care plans, and full or partial reimbursement for educational expenses. Some employers may offer stock purchase/savings plans for salaried employees.

With experience, File Clerks may sometimes advance to positions with more difficult filing work or to supervisory jobs. With additional training or education, a File Clerk may advance to typist, stenographer, office machine operator, or secretary.

EMPLOYMENT AND OUTLOOK

Nationally, about 282,500 File Clerks were employed in 2000. Employment is expected to grow more slowly than the average for all occupations through the year 2010. The industry distribution for File Clerks looked like this:

Employment is not expected to grow as fast as in past years because of increasing use of computers to arrange, store, and transmit information. Individuals with typing and other office skills should have the best opportunities. Those who are familiar with filing systems and the special care and handling procedures for magnetic media should also have good opportunities at large companies using electronic data processing.  

There are about 7,900 File Clerks employed in Michigan. Most of them worked in urban areas. File Clerks were employed in almost all industries, but employment was concentrated in industries where a great deal of paperwork is processed.  

Employment of File Clerks in Michigan is expected to change very little through the year 2008. An average of 280 openings is expected, with all due to replacement of File Clerks who retire or leave the labor force for other reasons. Additional openings will occur as workers change jobs or occupations.  

Automation, including the use of computers to arrange, store and transmit information will limit the number of File Clerks needed. The best opportunities should exist for individuals who have additional clerical skills and are familiar with a wide range of office machines.  

MICHIGAN'S AREA EMPLOYMENT OUTLOOK TO 2008  

EMPLOYMENT                    NUMBER                       PERCENT                    PROJECTED YEARLY       REGION                                EMPLOYED                  GROWTH                     JOB OPENINGS  

  Ann Arbor Area                   315                                  10.4                               14

  Battle Creek Area                125                                     7.1                                5

  Benton Harbor Area             135                                   -6.7                                5

  Central Michigan                   90                                    -4.4                                3

  Detroit MSA                         4,190                                1.4                                152

  East Central Michigan            50                                    27.1                                3

  Flint Area                             365                                    4.9                                 15

  Grand Rapids Area               740                                    6.2                                31

  Jackson Area                        150                                   9.2                                  6

  Kalamazoo Area                   205                                   8.7                                  9

  Lansing MSA                       385                                    6.7                                16

  Muskegon Area                   105                                    1.9                                  4

  Northeast Lower Peninsula   60                                     -3.4                                 2

  Northwest Lower Peninsula  180                                   8.9                                  8  

  Saginaw MSA                      285                                   1.4                                10

  Thumb Area                         115                                  10.5                                5

  Upper Peninsula                   185                                  -6.4                                 7

  West Central Michigan         55                                     7.5                                  2  

MSA designates a Metropolitan Statistical Area  

SOURCES OF ADDITIONAL INFORMATION

Printed occupational information is available upon written request from the sources below:

SUMMARY PROFILE

The occupation of File Clerk can be summarized by the following:

Copyright © 2003 Michigan Department of Career Development