FILE CLERKS California Occupational Guide Number 261 Interest Area 7 1997
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.
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