Job Duties Custom List 43-4071.00 — File Clerks
- Keep records of materials filed or removed, using logbooks or computers and generate computerized reports.
Occupations with related tasks Save Table: XLSX CSV
- Maintain records of items received, stored, issued, and returned and file catalog cards according to system used.
- Review records, such as microfilm and issue cards, to identify titles of overdue materials and delinquent borrowers.
- Prepare, store, and retrieve classification and catalog information, lecture notes, or other information related to stored documents, using computers.
- Sort books, publications, and other items according to established procedure and return them to shelves, files, or other designated storage areas.
- Open and close library during specified hours and secure library equipment, such as computers and audio-visual equipment.
- Locate library materials for patrons, including books, periodicals, tape cassettes, Braille volumes, and pictures.
- Enter and update patrons' records on computers.
- Answer routine inquiries and refer patrons in need of professional assistance to librarians.
- Manage reserve materials by placing items on reserve for library patrons, checking items in and out of library, and removing out-of-date items.
- Lend, reserve, and collect books, periodicals, videotapes, and other materials at circulation desks and process materials for inter-library loans.
- Instruct patrons on how to use reference sources, card catalogs, and automated information systems.
- Inspect returned books for condition and due-date status and compute any applicable fines.
- Perform clerical activities, such as answering phones, sorting mail, filing, typing, word processing, and photocopying and mailing out material.
- Register new patrons and issue borrower identification cards that permit patrons to borrow books and other materials.
- Process new materials including books, audio-visual materials, and computer software.
- Provide assistance to librarians in the maintenance of collections of books, periodicals, magazines, newspapers, and audio-visual and other materials.
- Send out notices and accept fine payments for lost or overdue books.
- Maintain library equipment, such as photocopiers, scanners, and computers, and instruct patrons in proper use of such equipment.
- Schedule, supervise, and train clerical workers, volunteers, student assistants, and other library employees.
- Repair books using mending tape, paste, and brushes or prepare books to be sent to a bindery for repair.
- Take action to deal with disruptive or problem patrons.
- Select substitute titles when requested materials are unavailable, following criteria such as age, education, and interests.
- Prepare library statistics reports.
- Deliver and retrieve items to and from departments by hand or using push carts.
- Assist in the preparation of book displays.
- Classify and catalog items according to content and purpose.
- Operate small branch libraries, under the direction of off-site librarian supervisors.
- Plan or participate in library events and programs, such as story time with children.
- Perform accounting and bookkeeping activities, such as invoicing, maintaining financial records, budgeting, and handling cash.
- Operate and maintain audio-visual equipment.
- Place books in mailing containers, affix address labels, and secure containers with straps for mailing to blind library patrons.
- Design or maintain library web site and online catalogues.
- Acquire books, pamphlets, periodicals, audio-visual materials, and other library supplies by checking prices, figuring costs, and preparing appropriate order forms and facilitating the ordering process by providing such information to others.
- Maintain records of items received, stored, issued, and returned and file catalog cards according to system used.
- Review records, such as microfilm and issue cards, to identify titles of overdue materials and delinquent borrowers.
- Prepare, store, and retrieve classification and catalog information, lecture notes, or other information related to stored documents, using computers.
- Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
- Prepare meeting agendas, attend meetings, and record and transcribe minutes.
- Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
- Answer telephones, direct calls, and take messages.
- Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.
- Compile, copy, sort, and file records of office activities, business transactions, and other activities.
- Review files, records, and other documents to obtain information to respond to requests.
- Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
- Compute, record, and proofread data and other information, such as records or reports.
- Complete work schedules, manage calendars, and arrange appointments.
- Type, format, proofread, and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters.
- Inventory and order materials, supplies, and services.
- Deliver messages and run errands.
- Collect, count, and disburse money, do basic bookkeeping, and complete banking transactions.
- Complete and mail bills, contracts, policies, invoices, or checks.
- Process and prepare documents, such as business or government forms and expense reports.
- Monitor and direct the work of lower-level clerks.
- Train other staff members to perform work activities, such as using computer applications.
- Count, weigh, measure, or organize materials.
- Make travel arrangements for office personnel.
- Troubleshoot problems involving office equipment, such as computer hardware and software.
- Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
- Prepare meeting agendas, attend meetings, and record and transcribe minutes.
- Maintain inventory of audio-visual equipment.
- Keep up-to-date records of circulation and materials, maintain inventory, and correct cataloging errors.
- Check books in and out of the library.
- Teach library patrons basic computer skills, such as searching computerized databases.
- Review and evaluate materials, using book reviews, catalogs, faculty recommendations, and current holdings to select and order print, audio-visual, and electronic resources.
- Search standard reference materials, including online sources and the Internet, to answer patrons' reference questions.
- Analyze patrons' requests to determine needed information and assist in furnishing or locating that information.
- Supervise daily library operations, budgeting, planning, and personnel activities, such as hiring, training, scheduling, and performance evaluations.
- Plan and teach classes on topics such as information literacy, library instruction, and technology use.
- Confer with colleagues, faculty, and community members and organizations to conduct informational programs, make collection decisions, and determine library services to offer.
- Code, classify, and catalog books, publications, films, audio-visual aids, and other library materials, based on subject matter or standard library classification systems.
- Respond to customer complaints, taking action as necessary.
- Plan and deliver client-centered programs and services, such as special services for corporate clients, storytelling for children, newsletters, or programs for special groups.
- Explain use of library facilities, resources, equipment, and services, and provide information about library policies.
- Locate unusual or unique information in response to specific requests.
- Troubleshoot problems with audio-visual equipment.
- Develop library policies and procedures.
- Evaluate materials to determine outdated or unused items to be discarded.
- Direct and train library staff in duties, such as receiving, shelving, researching, cataloging, and equipment use.
- Develop, maintain, and troubleshoot information access aids, such as databases, annotated bibliographies, Web pages, electronic pathfinders, software programs, and online tutorials.
- Engage in professional development activities, such as taking continuing education classes and attending or participating in conferences, workshops, professional meetings, and associations.
- Compile lists of books, periodicals, articles, and audio-visual materials on particular subjects.
- Confer with teachers to select course materials and to determine which training aids are best suited to particular grade levels.
- Evaluate vendor products and performance, negotiate contracts, and place orders.
- Arrange for interlibrary loans of materials not available in a particular library.
- Represent library or institution on internal and external committees.
- Set up, adjust, and operate audio-visual equipment, such as cameras, film and slide projectors, and recording equipment, for meetings, events, classes, seminars, and video conferences.
- Assemble and arrange display materials.
- Maintain hardware and software, including computers, media equipment, scanners, color copiers, and color laser printers.
- Train faculty and media staff on the use of software and audio-visual equipment.
- Maintain inventory of audio-visual equipment.
- Keep up-to-date records of circulation and materials, maintain inventory, and correct cataloging errors.
- Adjust inventory records to reflect product movement.
- Review orders for completeness according to reporting procedures and forward incomplete orders for further processing.
- Obtain customers' names, addresses, and billing information, product numbers, and specifications of items to be purchased, and enter this information on order forms.
- Recommend merchandise or services that will meet customers' needs.
- Inspect outgoing work for compliance with customers' specifications.
- Receive and respond to customer complaints.
- Check inventory records to determine availability of requested merchandise.
- Verify customer and order information for correctness, checking it against previously obtained information as necessary.
- Compute total charges for merchandise or services and shipping charges.
- Inform customers by mail or telephone of order information, such as unit prices, shipping dates, and any anticipated delays.
- File copies of orders received, or post orders on records.
- Notify departments when supplies of specific items are low, or when orders would deplete available supplies.
- Prepare invoices, shipping documents, and contracts.
- Confer with production, sales, shipping, warehouse, or common carrier personnel to expedite or trace shipments.
- Direct specified departments or units to prepare and ship orders to designated locations.
- Collect payment for merchandise, record transactions, and send items, such as checks or money orders for further processing.
- Calculate and compile order-related statistics, and prepare reports for management.
- Recommend type of packing or labeling needed on order.
- Attempt to sell additional merchandise or services to prospective or current customers by telephone or through visits.
- Adjust inventory records to reflect product movement.
- Maintain computerized inventories of available passenger space and provide information on space reserved or available.
- Examine passenger documentation to determine destinations and to assign boarding passes.
- Trace lost, delayed, or misdirected baggage for customers.
- Check baggage and cargo and direct passengers to designated locations for loading.
- Provide boarding or disembarking assistance to passengers needing special assistance.
- Confer with customers to determine their service requirements and travel preferences.
- Announce arrival and departure information, using public address systems.
- Determine whether space is available on travel dates requested by customers, assigning requested spaces when available.
- Assemble and issue required documentation, such as tickets, travel insurance policies, or itineraries.
- Inform clients of essential travel information, such as travel times, transportation connections, or medical and visa requirements.
- Answer inquiries regarding information, such as schedules, accommodations, procedures, or policies.
- Plan routes, itineraries, and accommodation details, and compute fares and fees, using schedules, rate books, and computers.
- Make and confirm reservations for transportation and accommodations, using telephones, faxes, mail, and computers.
- Keep information facilities clean during operation.
- Provide clients with assistance in preparing required travel documents and forms.
- Prepare customer invoices and accept payment.
- Open or close information facilities.
- Provide customers with travel suggestions and information sources, such as guides, directories, brochures, or maps.
- Contact customers or travel agents to advise them of travel conveyance changes or to confirm reservations.
- Promote particular destinations, tour packages, and other travel services.
- Contact motel, hotel, resort, and travel operators to obtain current advertising literature.
- Maintain computerized inventories of available passenger space and provide information on space reserved or available.
- Maintain records pertaining to inventory, personnel, orders, supplies, or machine maintenance.
- Supervise the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems.
- Resolve customer complaints or answer customers' questions regarding policies and procedures.
- Provide employees with guidance in handling difficult or complex problems or in resolving escalated complaints or disputes.
- Review records or reports pertaining to activities such as production, payroll, or shipping to verify details, monitor work activities, or evaluate performance.
- Discuss job performance problems with employees to identify causes and issues and to work on resolving problems.
- Prepare and issue work schedules, deadlines, and duty assignments for office or administrative staff.
- Recruit, interview, and select employees.
- Interpret and communicate work procedures and company policies to staff.
- Evaluate employees' job performance and conformance to regulations and recommend appropriate personnel action.
- Train or instruct employees in job duties or company policies or arrange for training to be provided.
- Research, compile, and prepare reports, manuals, correspondence, or other information required by management or governmental agencies.
- Implement corporate or departmental policies, procedures, and service standards in conjunction with management.
- Compute figures such as balances, totals, or commissions.
- Coordinate activities with other supervisory personnel or with other work units or departments.
- Participate in the work of subordinates to facilitate productivity or to overcome difficult aspects of work.
- Make recommendations to management concerning such issues as staffing decisions or procedural changes.
- Develop or update procedures, policies, or standards.
- Consult with managers or other personnel to resolve problems in areas such as equipment performance, output quality, or work schedules.
- Develop work schedules according to budgets and workloads.
- Analyze financial activities of establishments or departments and provide input into budget planning and preparation processes.
- Design, implement, or evaluate staff training and development programs, customer service initiatives, or performance measurement criteria.
- Keep informed of provisions of labor-management agreements and their effects on departmental operations.
- Discuss work problems or grievances with union representatives.
- Coordinate or perform activities associated with shipping, receiving, distribution, or transportation.
- Monitor inventory levels and requisition or purchase supplies as needed.
- Plan for or coordinate office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, or security services.
- Arrange for necessary maintenance or repair work.
- Plan layouts of stockrooms, warehouses, or other storage areas, considering turnover, size, weight, or related factors pertaining to items stored.
- Maintain records pertaining to inventory, personnel, orders, supplies, or machine maintenance.
- Maintain inventory records.
- Operate computers programmed with accounting software to record, store, and analyze information.
- Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
- Comply with federal, state, and company policies, procedures, and regulations.
- Operate 10-key calculators, typewriters, and copy machines to perform calculations and produce documents.
- Receive, record, and bank cash, checks, and vouchers.
- Code documents according to company procedures.
- Perform financial calculations, such as amounts due, interest charges, balances, discounts, equity, and principal.
- Reconcile or note and report discrepancies found in records.
- Perform general office duties, such as filing, answering telephones, and handling routine correspondence.
- Access computerized financial information to answer general questions as well as those related to specific accounts.
- Classify, record, and summarize numerical and financial data to compile and keep financial records, using journals and ledgers or computers.
- Debit, credit, and total accounts on computer spreadsheets and databases, using specialized accounting software.
- Match order forms with invoices, and record the necessary information.
- Perform personal bookkeeping services.
- Prepare and process payroll information.
- Prepare bank deposits by compiling data from cashiers, verifying and balancing receipts, and sending cash, checks, or other forms of payment to banks.
- Compute deductions for income and social security taxes.
- Calculate and prepare checks for utilities, taxes, and other payments.
- Monitor status of loans and accounts to ensure that payments are up to date.
- Reconcile records of bank transactions.
- Compile budget data and documents, based on estimated revenues and expenses and previous budgets.
- Compare computer printouts to manually maintained journals to determine if they match.
- Transfer details from separate journals to general ledgers or data processing sheets.
- Complete and submit tax forms and returns, workers' compensation forms, pension contribution forms, and other government documents.
- Calculate, prepare, and issue bills, invoices, account statements, and other financial statements according to established procedures.
- Calculate costs of materials, overhead, and other expenses, based on estimates, quotations and price lists.
- Prepare purchase orders and expense reports.
- Prepare trial balances of books.
- Compile statistical, financial, accounting, or auditing reports and tables pertaining to such matters as cash receipts, expenditures, accounts payable and receivable, and profits and losses.
- Maintain inventory records.
