Job Description:
Filing Clerk is responsible for managing, organizing, and securing an organization's physical and digital documents. They ensure records are accurately indexed and easy for staff to retrieve.
We are looking for an organized and detail-oriented Filing Clerk to maintain our company's records. In this role, you will categorize incoming paperwork, scan physical documents, save documents in physical and electronic format and optimize our filing systems. Your goal is to preserve data integrity and ensure information is accessible to authorized personnel while maintaining strict confidentiality.
Objectives and Responsibilities:
· File Retrieval: Locate and deliver requested files to coworkers promptly.
· Tracking & Logging: Record the movement of files to ensure borrowed files and documents are returned.
· System Maintenance: Create new file folders, update labels, and design templates for easier data entry.
· Data Protection: Follow security policies to safeguard sensitive or classified documents. Compliance with POPI Act.
· Retention Control: Assist with audits, archive inactive files, and securely destroy outdated documents.
· Office Support: Operate office equipment like printers, scanners, and laminators.
· Inventory Management: Monitor file room materials (labels, folders, clips) and order supplies when needed
· Document Organization: Sort and classify paperwork alphabetically, numerically, chronologically, or by subject.
· Digital Archiving: Scan paper records, perform data entry, and update electronic databases.
Task and Responsibilities:
· Sort incoming records: Classify physical mail, documents and reports daily.
· Review document quality: Inspect files for damage, missing pages before filing.
· Incorporate new data: Insert loose documents into existing folders and files in the correct chronological order, create new files where applicable
· Scan paper records: Convert physical documents into high-quality PDF documents and file.
· Verify accuracy: Double-check typed information against original paper records to prevent errors.
· Organize and maintain cloud storage: Maintain a clean, logical folder hierarchy in digital systems.
· Fulfil search requests: Locate specific files instantly when requested by staff or clients.
· Re-file returned items: Put files back in their exact designated slots to prevent lost data.
· Conduct regular audits: Inspect shelves and digital folders to fix misfiled or mislabelled documents.
· Create new folders: Expand the filing system as new clients, projects, or accounts open.
· Maintain tidy spaces: Keep file rooms, storage boxes, and scanning stations organized and safe.
· Archive older records: Move inactive or older files to long-term storage boxes.
· Remove expired files: Shred or permanently delete records that have passed their legal retention date.
Minimum Requirements
· Education: Matric/Grade 12
· Experience: Previous experience in a clerical, administrative, or data entry role is preferred.
· Tech Literacy: Proficiency with Microsoft Office Suite.
· Attention to Detail: Ability to spot small errors and maintain flawless alphabetical/numerical filing systems.
· Communication: Strong written and verbal communication skills for internal communication.
· Physical Stamina: Capability to lift light boxes, stand for long periods, or bend to reach lower shelves.
Key Skills Required
· Attention to Detail
· Organizational Skills
· Time Management
· Discretion
· Problem-Solving
Pay: From R7 000,00 per month
Work Location: In person
