How to hire a File Clerk

How to hire a file clerk, step by step

Here's a step-by-step file clerk hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a file clerk job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new file clerk
• Step 8: Go through the hiring process checklist

What does a File Clerk do?

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1. Identify your hiring needs

   The file clerk hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine Employee vs Contractor Status

   Is the person you're thinking of hiring a US citizen or green card holder?

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   Hiring the perfect file clerk also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list presents file clerk salaries for various positions.

   Type Of File Clerk	Description	Hourly Rate
   File Clerk	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.	$12-18
   Data Entry Operator	A data entry operator is someone responsible for entering collected information into a database using different computer software. Data entry duties include updating customer data, transcribing information, and entering accounting records... Show More	$11-19
   Receptionist/Billing Clerk	A receptionist/billing clerk is responsible for performing administrative and clerical duties as needed to maintain a smooth flow of operations for the business. Receptionist/billing clerks process the customers' payment transactions, manage account payables, releasing invoices, and immediately resolve account discrepancies... Show More	$12-18

   Show more

2. Create an ideal candidate profile

   Common Skills:

   • Data Entry
   • Office Equipment
   • Numerical Order
   • HR
   • Office Machines
   • Patient Charts
   • Word Processing
   • Front Desk
   • Scheduling Appointments
   • Computer System
   • Law Firm
   • User Criteria
   • Place Materials
   • Clerical Support

   Check All Skills

   Responsibilities:

   • Maintain and manage database with clinical details and digital radiology imaging.
   • Maintain current product device master and device history records per FDA and ISO regulations.
   • General office duties and experience with windows, excel, access PowerPoint, word, publisher.
   • Enter pleadings, request for productions and interrogatories into logs and clients files by dates of court filings.
   • Maintain EMR with current and accurate data.
   • Utilize scanning software such as AnyDoc and OCR.

   More File Clerk duties

3. Make a budget

   Including a salary range in your file clerk job description helps attract top candidates to the position. A file clerk salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for a file clerk in Florida may be lower than in Washington, and an entry-level file clerk usually earns less than a senior-level file clerk. Additionally, a file clerk with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average file clerk salary

   $15.17hourly

   $31,562 yearly

   ---

   Entry-level file clerk salary

   $25,000 yearly salary

   Updated January 14, 2025

   Average file clerk salary by state

   Rank	State	Avg. Salary	Hourly Rate
   1	Washington	$36,949	$18
   2	Massachusetts	$35,383	$17
   3	New York	$35,153	$17
   4	California	$34,734	$17
   5	Oregon	$33,605	$16
   6	Illinois	$32,752	$16
   7	Ohio	$32,178	$15
   8	North Carolina	$31,034	$15
   9	Arizona	$30,391	$15
   10	Minnesota	$30,260	$15
   11	Nebraska	$29,735	$14
   12	Missouri	$29,440	$14
   13	Texas	$29,140	$14
   14	Maryland	$29,056	$14
   15	Virginia	$29,013	$14
   16	Nevada	$28,809	$14
   17	Georgia	$28,654	$14
   18	Pennsylvania	$28,618	$14
   19	Iowa	$28,503	$14
   20	Florida	$27,690	$13

   Average file clerk salary by company

   Company

   Rank	Company	Average Salary	Hourly Rate	Job Openings
   1	Williams Parker	$41,323	$19.87
   2	Beacon Hill Staffing Group	$36,409	$17.50	1
   3	Internal Revenue Service	$35,870	$17.25	5
   4	Hawaii Pacific Health	$34,687	$16.68	2
   5	Holland & Knight	$34,182	$16.43
   6	Harvest Preparatory Academy	$33,839	$16.27
   7	Milliman	$33,509	$16.11
   8	WIT - Accelerate Digital Transformation	$33,283	$16.00
   9	Sonic Automotive	$33,040	$15.88	67
   10	Donegal Insurance Group	$32,890	$15.81
   11	Wintrust Financial	$32,832	$15.78
   12	Big Brand Tire & Service	$32,677	$15.71
   13	Koch Industries	$32,640	$15.69
   14	General Technologies	$32,626	$15.69
   15	PAE	$32,533	$15.64
   16	University Medicine	$32,438	$15.60
   17	Penske Automotive Group	$32,361	$15.56	34
   18	Heritage Insurance Holdings	$32,229	$15.49
   19	Catholic Health East	$32,165	$15.46	7
   20	O'Meara Ford	$32,149	$15.46

4. Writing a File Clerk Job Description

   A job description for a file clerk role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a file clerk job description:

   File Clerk job description example

   Under assigned supervisor, this position provides administrative and secretarial support, interacts with a diverse group of clients as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload. Recommends changes in office practices or procedures.
   Essential Duties and Responsibilities
   
   Primary focus of the position is to open, maintain and close files according to policy and procedure Reviews files and ensures compliance with policies and procedures. Communicates findings to Supervisor, Director of Programs and Senior DOP. Verifies, compiles, and records a variety of data/information related to assigned program, department, or work unit Exercises independent judgment, relieves the manager of routine actions not requiring their immediate attention Prepares a variety of material such as inter-office communications, correspondence, requisitions, forms, statistics Effectively uses word-processing, database, and spreadsheet software application programs during assigned duties Acts as office receptionist by answering telephones, making reservations and appointments, receiving, and responding to all levels of staff and the general public, and providing information and assistance whenever possible (when AOA not available) Maintains accurate and detailed calendar of events, due dates, and schedules related to the assigned department or program and its services to ensure proper tasks and activities occur as scheduled Prepares reports from data compiled and records kept as it relates to the assigned work unit or program May receive and process information of a confidential nature; ensures such information is maintained in strict confidentiality
   
   Qualifications
   
   Education
   
   High School diploma/GED
   
   Experience
   
   Minimum 1 year of experience in similar position
   
   Other
   
   Valid driver's license and acceptable driving record with OHU required levels of coverage for auto insurance
   
   We Invest in You!
   
   Competitive pay and benefits Tuition assistance up to $2500 per year Generous vacation and PTO plans Health, dental, vision, retirement plan, health savings account, Agency paid life and LTD, supplemental life insurance Career ladders, professional development, and promotion opportunities Leadership opportunities on site-based Center Management Teams
   
   A Different Kind Of Employer - One Hope United is strong and ready to grow. Are you ready to grow with us?
   
   800 talented professionals strong, serving 10,000 children and families in Illinois, Missouri, and Florida Fiscally stable, $50 Million agency strong since 1895 Energetic leadership and a rich community of support
   
   One Hope United does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by law. One Hope United is an Equal Opportunity Employer and a Drug-Free Workplace. One Hope United participates in e Verify.
   
   In the spirit of caring for one another and our community, please note that upon accepting an offer of employment from One Hope United, you will be required to share proof of a Covid-19 vaccination. The requirement is subject to accommodation in compliance with applicable laws and regulations.

   Copy This Example

   

5. Post your job

   To find file clerks for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any file clerks they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level file clerks with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your file clerk job on Zippia to find and recruit file clerk candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit file clerks, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new file clerk

   Once you've selected the best file clerk candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   After that, you can create an onboarding schedule for a new file clerk. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a file clerk?