POSITION DESCRIPTION:
The File Clerk supports the Records Administrator in managing the Agency’s filing system. This position’s key responsibilities include record inventory, file services, electronic file database management, and scanning.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Assist with the development, implementation and management of Agency wide filing system
- Develop and manage Electronic File database
- File documents for storage and retrieval
- Examine incoming files and code it appropriately
- Scan documents to make electronic database and ensure that both electronic and paper copies are maintained properly
- Verify integrity of documents and assure the quality of electronic records
- Assemble/dissemble documents as required, taking care to ensure the original documents are reassembled exactly to their original state
- Ensure new information is added to the files in a timely manner
- Maintain file tracking system of records
- Maintain the security and integrity of all files and ensure that no document is lost or accidentally discarded
- Provide assistance with records inventory
- Organize and manage file room storage
- Manage outdated files according to Agency’s record retention policy
- Eliminate outdated files by either destroying or transferring them to off-site storage
- Find and retrieve files in response to requests from authorized users
- Other duties as assigned
REQUIRED EXPERIENCE AND TRAINING:
- High School Diploma or equivalent
- 3-5 years of administrative experience with expert filing experience
- Must possess data entry and database management skills
- Proficient with scanning and copying
- Pay attention to detail
- Ability to sort or classify information according to guidelines such as content, purpose, user criteria, chronological, alphabetical, or numerical order
- Must possess strong working knowledge of all aspects of Microsoft Office Suite, specifically Excel
- Ability to manage individual workflow effectively and improve processes when necessary
- Ability to communicate clearly and effectively
- May lift or carry up to 10-30 pounds frequently and 50-75 pounds occasionally
Job Type: Full-time
Required experience:
- Expert filing and database management: 4 years
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