Key Responsibilities and Required Skills for File Attendant

🎯 Role Definition

As a File Attendant, you are the custodian of our organization's institutional memory. This role is critical for ensuring that our physical and digital files are meticulously organized, securely stored, and readily accessible to authorized personnel. You will be at the heart of our information workflow, responsible for the entire lifecycle of a document—from creation and classification to retrieval and eventual archiving or disposal. Success in this position requires an unwavering commitment to accuracy, confidentiality, and efficiency, as your work directly impacts our operational effectiveness and legal compliance.

📈 Career Progression

Typical Career Path

Entry Point From:

Office Assistant
Receptionist
Data Entry Clerk
Recent Graduate

Advancement To:

Senior File Clerk / Records Coordinator
Records Manager
Document Control Specialist
Paralegal Assistant (in a legal setting)

Lateral Moves:

Administrative Assistant
Office Manager
Compliance Assistant

Core Responsibilities

Primary Functions

Systematically sort, classify, and file a high volume of physical and electronic documents according to established alphabetical, numerical, and subject-matter-based filing systems.
Retrieve requested files, documents, and business records for authorized personnel in a timely and accurate manner, meticulously following checkout and tracking procedures.
Perform regular audits and quality control checks on filing systems to ensure accuracy, completeness, and adherence to company policies and legal retention schedules.
Prepare new physical and digital files by creating folders, generating labels, and inputting corresponding metadata into the central records management database.
Digitize paper documents by operating high-speed scanners, ensuring high-quality images, and indexing the resulting electronic files for easy retrieval within our document management system (DMS).
Manage the complete lifecycle of company records, including the systematic archiving of inactive files and coordinating the secure, certified destruction of documents that have surpassed their retention period.
Maintain the physical security, organization, and cleanliness of the central file room, ensuring the environment is orderly and accessible only to authorized staff.
Diligently update and maintain the master file index and electronic tracking logs to record the movement, location, and status of all physical and digital documents.
Handle highly sensitive and confidential information with the utmost discretion and integrity, strictly adhering to all data privacy regulations and company confidentiality agreements.
Serve as the primary point of contact for internal and external inquiries regarding file location and status, providing excellent customer service and clear communication.
Operate, troubleshoot, and maintain a variety of office equipment, including scanners, printers, multifunction copiers, and industrial shredders.
Receive, sort, and distribute incoming mail and correspondence, identifying documents that require immediate filing and routing.
Process and file time-sensitive materials, such as client contracts, financial statements, or patient records, with a keen sense of urgency and precision.

Secondary Functions

Assist legal, finance, and audit teams by efficiently locating, gathering, and organizing requested documentation for discovery, compliance reviews, and internal/external audits.
Contribute to the continuous improvement of filing procedures by recommending and helping implement new systems or technologies to enhance efficiency and accuracy.
Support departmental projects by assembling and organizing project-specific binders, files, and digital folders as required by team leaders.
Train new employees and colleagues on proper filing protocols, use of the document management software, and best practices for records handling.
Create and manage inventory logs for off-site storage, coordinating the retrieval and return of archived boxes with third-party vendors.
Generate periodic reports on file activity, archival status, document retrieval metrics, and shredding activities for management review.
Ensure all documents are properly prepped for scanning or filing by removing staples, repairing torn pages, and organizing batches logically.

Required Skills & Competencies

Hard Skills (Technical)

Document Management Systems (DMS): Experience with platforms like SharePoint, Laserfiche, FileNet, or other electronic records management software.
Microsoft Office Suite: Proficiency in MS Word, Excel for tracking, and Outlook for communication and scheduling.
Data Entry: Fast and accurate typing skills (typically 40+ WPM) with a low error rate.
Office Equipment Operation: Hands-on ability to use and troubleshoot scanners, printers, copiers, and shredders.
Filing Systems Knowledge: Strong understanding of alphabetical, numerical, chronological, and subject-based filing principles.
Basic Database Management: Ability to search, query, and update records in a database.

Soft Skills

Meticulous Attention to Detail: A critical eye for accuracy to prevent misfiling and data entry errors.
Exceptional Organizational Skills: Ability to manage a large volume of information and maintain an orderly system, both physically and digitally.
Discretion and Confidentiality: Unquestionable integrity when handling sensitive corporate, employee, or client information.
Time Management & Prioritization: Skill in managing multiple requests and deadlines effectively in a fast-paced environment.
Communication Skills: Clear verbal and written communication skills for interacting with colleagues and responding to requests.
Problem-Solving Ability: Proactive approach to locating missing files, resolving discrepancies in records, and identifying system inefficiencies.
Independence and Reliability: Ability to work effectively with minimal supervision and be a dependable team member.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's degree or professional certification in Records Management, Library Science, or Office Administration.

Relevant Fields of Study:

Business Administration
Information Science

Experience Requirements

Typical Experience Range: 0-3 years of relevant experience in an administrative or clerical role.

Preferred: 1+ years of direct experience in a professional office setting with a focus on records management, particularly within a legal, medical, financial, or corporate environment. Experience handling confidential documents is a significant plus.