Records Clerk Job Description Template

A Records Clerk is responsible for maintaining accurate and up-to-date records in a company or an organization. They are required to organize, file, and retrieve documents as needed. Additionally, they may be responsible for managing electronic databases, scanning and inputting data, and responding to requests for documents. This job requires strong attention to detail, organizational skills, and the ability to work well in a team. If you are interested in this position, please read on to learn more about our Records Clerk Job Description template.

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Job Summary:

The Records Clerk is responsible for maintaining accurate and organized records of the company. The individual in this role will be responsible for the input, maintenance and updating of data, as well as the retrieval of data from record keeping systems.

Key Responsibilities:

  • Input, maintain and update data, ensuring the accuracy and completeness of information
  • Retrieve requested documents and data from record keeping systems
  • Create and maintain paper and electronic filing systems
  • Prepare and distribute reports as required
  • Ensure compliance with data protection regulations while handling sensitive and confidential information
  • Assist in maintaining security and confidentiality of files and data
  • Respond to inquiries from internal and external customers; provide information and assistance as required


  • High school diploma or equivalent
  • Excellent data entry skills with high degree of accuracy and attention to detail
  • Proficient in Microsoft Office suite, including Word and Excel
  • Strong organizational and time management skills with ability to prioritize tasks
  • Excellent written and verbal communication skills
  • Ability to maintain confidentiality and handle sensitive information appropriately
  • Previous experience in a similar role would be an asset


Are you looking to hire a Records Clerk for your organization? A well-crafted job posting is the first step in attracting top talent for your team. Here are some tips on how to create a job posting that will grab the attention of qualified candidates.

Job Title and Overview

The job title should be clear and concise, and accurately reflect the position. For a Records Clerk position, consider including keywords such as "data management" or "database maintenance" to make it more searchable. In the job overview section, describe the role, duties, and responsibilities in detail. Give an overview of the organization, including its mission, culture, and values.

Required Qualifications

List the specific qualifications required for the job. This may include educational level, work experience, and skills. Be specific and realistic about the qualifications required, and avoid listing unnecessary or unrealistic qualifications. Be sure to include any required certifications or licenses.

Responsibilities and Duties

Provide a detailed list of the specific responsibilities and duties associated with the position. This may include managing records, assisting with data entry, collaborating with other team members, and responding to requests for records. Be clear about the expectations for the position and the duties that are required.

Skills and Abilities

List the specific skills and abilities required for the position. This may include proficiency in using computer software, strong interpersonal skills, and an ability to multitask. Be specific about the skills and abilities required, and avoid listing vague or generic skills.

Salary and Benefits

Include information about the salary range and any benefits provided, such as health insurance, retirement plans, and paid time off. This information will help candidates determine if the position is a good match for their personal and financial needs.

Application Instructions

Provide clear instructions for applying to the position, including information on how to submit a resume and cover letter. Be sure to include a deadline for applications, and provide contact information in case candidates have any questions about the position or the application process.


End the job posting with a call to action, encouraging qualified candidates to apply. Thank them for their interest in the position and your organization, and let them know you look forward to hearing from them.


A well-crafted job posting is crucial in attracting qualified candidates to fill your Records Clerk position. By following these guidelines, you can create a strong job posting that will draw attention and interest from top talent.

What is a Records Clerk?

A records clerk is a professional responsible for managing an organization's records, ranging from storing to retrieving them. They are primarily tasked with ensuring the efficient and secure maintenance of records, such as personnel records or client information.

What does a Records Clerk job posting entail?

A records clerk job posting should detail the tasks and responsibilities associated with the role, including the daily management of records, filing and indexing, liaising with colleagues and departments, and ensuring data confidentiality. It should also outline any specific qualifications, skills, or experience required for the role, such as proficiency in data management software or prior experience in records management.

What skills should a Records Clerk possess?

Effective records clerks should possess excellent organizational skills and be able to maintain accurate records while adhering to confidentiality policies. They should also have a strong attention to detail, be proficient in data management software, and have strong communication skills to liaise effectively with colleagues and clients.

What qualifications are required for a Records Clerk?

Qualifications for a records clerk may vary depending on the organization and the specific requirements of the role. However, most require certification or a diploma in records management, information management, or a related field. Some organizations may also require additional certification in specific software or technical skills.

What salary range should be offered for a Records Clerk?

The salary range for a records clerk may vary depending on the organization, experience, qualifications, and location. However, the average hourly rate for a records clerk ranges from $12 to $20. In some organizations, senior records clerks may earn up to $25 per hour.

What are the benefits of hiring a Records Clerk?

By hiring a records clerk, organizations can streamline their records management processes, resulting in efficient and secure maintenance of important documents. This can help in minimizing the organization's risk of losing crucial data and, in turn, having a positive impact on the organization's reputation. It can also help in freeing up time for other critical projects and reducing any associated staffing burdens.

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