What is an Information and Record Clerk?
Information and Record Clerks (Occupational Code: 43-4199) are essential administrative professionals responsible for collecting, classifying, and retrieving information and records in various formats. They ensure the smooth flow of critical data, maintain filing systems (both physical and electronic), and provide information to staff and customers, playing a key role in organizational efficiency.
Typical Education
Information and record clerks typically need a high school diploma or equivalent, with many learning their specific skills through on-the-job training.
Salary Range in the United States
The typical median annual wage for Information and Record Clerks, All Other in the United States was $46,210 as of May 2023.
Source: Bureau of Labor Statistics: Information and Record Clerks, All Other
Day in the Life
How to Become an Information and Record Clerk
To become an Information and Record Clerk, focus on developing strong administrative and organizational skills. Start by obtaining a high school diploma or GED. Seek out entry-level positions like File Clerk or Office Assistant that offer on-the-job training in records management and data entry. Consider taking courses in basic computer software (like Microsoft Office/Google Suite) and database management. Networking and demonstrating meticulous attention to detail during interviews are also key steps.
Essential Skills
- Organization and Attention to Detail: The ability to create, maintain, and audit highly organized filing systems to ensure information accuracy and easy retrieval.
- Data Entry and Retrieval: Proficiently and accurately inputting new data and efficiently retrieving necessary information from both physical and electronic databases.
- Computer Proficiency: Competency with office software, electronic document management systems (EDMS), and general office equipment.
- Communication Skills: Clearly and professionally communicating with colleagues and clients to fulfill information requests and explain procedures.
- Confidentiality: A strong commitment to handling sensitive and proprietary information with discretion and adhering to privacy regulations.
Key Responsibilities
- File and Retrieve Documents: Systematically organizing, coding, storing, and pulling paper and digital files, ensuring records are correctly indexed and easily accessible.
- Maintain Records Systems: Regularly auditing and updating filing systems (physical or digital) to ensure integrity, compliance, and adherence to retention schedules.
- Process Information Requests: Handling inquiries from internal staff or external clients for specific records, data, or general information in a timely manner.
- Manage Data Entry: Inputting new information into databases, spreadsheets, or specialized software, verifying data accuracy, and correcting errors.
- Operate Office Equipment: Using and maintaining equipment such as scanners, photocopiers, and digital archiving tools necessary for records management tasks.
Five Common Interview Questions
- "Describe your system for organizing and tracking a large volume of documents."
- Purpose: Assesses organizational methodology, understanding of file integrity, and ability to manage complexity.
- "Can you share an experience where you discovered an error in a records system and how you corrected it?"
- Purpose: Measures attention to detail, troubleshooting skills, and initiative in ensuring data accuracy.
- "What steps do you take to maintain the confidentiality and security of sensitive information?"
- Purpose: Gauges understanding of privacy laws (if applicable) and commitment to professional ethics and data security protocols.
- "What is your experience with electronic document management systems (EDMS) or database software?"
- Purpose: Determines technical proficiency and familiarity with modern digital record-keeping tools relevant to the job.
- "How do you prioritize your tasks when you have multiple requests for records and files with different deadlines?"
- Purpose: Evaluates time management, stress tolerance, and ability to handle a demanding administrative workload effectively.
Questions?
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