25 Filing Clerk Interview Questions and Answers

Filing clerks work in a variety of office settings, from small businesses to large corporations. Their primary responsibility is to maintain and organize physical and electronic files. This may include creating new files, updating existing files, and retrieving files upon request.

Filing clerks must be detail oriented and have strong organizational skills. They must also be able to work independently and be proficient in using a computer. If you have these skills and are seeking a filing clerk position, you will likely be asked to interview for the job.

During the interview, you will be asked a variety of questions about your skills, experience, and qualifications. You may also be asked behavioral interview questions, which are designed to assess your ability to perform the duties of the job. To help you prepare for your interview, we have compiled a list of common filing clerk interview questions and answers.

1. Are you familiar with the different types of filing systems used in offices?

The interviewer may ask this question to see if you have experience with a variety of filing systems. This can help them determine whether you would be able to adapt to the office’s current system or if you would need training. In your answer, try to mention that you are familiar with multiple types of filing systems and briefly describe each one.

Example: “Yes, I am very familiar with the different types of filing systems used in offices. In my current role as a Filing Clerk, I have experience working with both manual and electronic filing systems. I understand the importance of organizing documents properly to ensure easy access when needed.

I am also knowledgeable about alphabetical, numerical, chronological and subject-based filing systems. I have been able to quickly learn new filing systems when required and can easily adapt to changes in an office’s filing system. Furthermore, I am experienced in creating efficient filing systems that are tailored to the specific needs of each workplace.”

2. What are some of the most important qualities for a successful filing clerk?

Employers ask this question to learn more about your work ethic and how you view the role of a filing clerk. When answering, it can be helpful to mention qualities that are important for any office job, such as being organized, dependable and efficient.

Example: “As a filing clerk, I believe that organization and attention to detail are two of the most important qualities for success. Being able to stay organized and keep track of all documents is essential in order to ensure accuracy and efficiency. In addition, having strong communication skills can be beneficial when working with other departments or colleagues. It’s also important to have an understanding of different filing systems and procedures so that you can quickly and accurately locate information when needed. Finally, it’s important to be proactive and take initiative in order to anticipate potential issues and develop solutions accordingly.”

3. How would you describe the relationship between a filing clerk and an office manager?

The interviewer may ask this question to assess your understanding of the role of a filing clerk and how it relates to other positions in an office. Your answer should show that you understand the importance of working with others, especially those who have more authority than you do.

Example: “The relationship between a filing clerk and an office manager is one of collaboration and support. As a filing clerk, it’s my job to ensure that all documents are properly stored and organized in the company’s filing system. This allows the office manager to easily access any information they need quickly and efficiently. I also work with the office manager to develop new filing systems or processes that can improve the efficiency of the office. Finally, I provide assistance to the office manager when needed, such as helping them locate specific documents or providing additional administrative support. In short, a filing clerk and office manager must have a strong working relationship in order for the office to run smoothly.”

4. What is your experience with using computers in a professional setting?

The interviewer may ask this question to learn more about your computer skills and how you use them in a professional setting. This can help the interviewer decide if you have enough experience with computers to perform the duties of a filing clerk. In your answer, try to explain what programs you’ve used before and how often you’ve used them.

Example: “I have extensive experience using computers in a professional setting. I am proficient with Microsoft Office Suite, including Word, Excel and PowerPoint. I also have experience with other software programs such as Adobe Acrobat and QuickBooks.

In my current role as Filing Clerk, I use computer systems to store and organize documents. I am familiar with filing protocols and procedures and can quickly locate files when needed. I also utilize the internet to research information related to filing tasks or projects.”

5. Provide an example of a time when you had to deal with a difficult customer or client.

Interviewers ask this question to see how you handle conflict. They want to know that you can remain calm and professional in challenging situations. In your answer, try to show the interviewer that you have excellent customer service skills.

Example: “I recently had to deal with a difficult customer while working as a Filing Clerk. The customer was very unhappy with the service they received and was demanding an immediate resolution. I stayed calm and professional throughout the interaction, listening carefully to their concerns and explaining our policies in detail. I then offered them a solution that would meet their needs without compromising our standards.

The customer was still not satisfied but eventually accepted my offer. Afterward, I followed up with them to ensure that their issue was resolved and that they were happy with the outcome. This experience taught me how important it is to remain patient and understanding when dealing with difficult customers or clients. It also reinforced my belief that communication is key to resolving any conflict.”

6. If hired, what would be your ideal role within our company?

Employers ask this question to see if you have done your research on their company. They want someone who is excited about the role and can contribute to the team’s success. When preparing for this interview, read through the job description and highlight what skills they are looking for in a candidate. Use these skills to describe how you would fit into the organization.

Example: “If hired, I would be thrilled to take on the role of Filing Clerk at your company. My ideal role would involve managing and organizing all filing systems in a way that is efficient and effective for the entire team. I have extensive experience with both physical and digital filing systems, so I am confident that I can help streamline processes and ensure accuracy.

I am also very detail-oriented and organized, which makes me well-suited for this position. I understand the importance of staying up-to-date on filing regulations and procedures, and I am always willing to learn new methods when necessary. Finally, I believe that communication is key to success in any job, so I strive to stay in contact with my colleagues and supervisors to ensure that everyone is on the same page.”

7. What would you do if you noticed someone had improperly filed important documents?

This question can help interviewers understand how you would handle a mistake and whether you have the ability to admit your error. In your answer, try to show that you are willing to take responsibility for your actions and apologize when necessary.

Example: “If I noticed someone had improperly filed important documents, my first step would be to assess the situation. I would determine how many documents were misfiled and if they could easily be found by retracing steps. If it was a small number of documents that could be quickly located, I would take the time to refile them correctly.

However, if there were a large number of documents or if they were difficult to locate, I would immediately notify my supervisor so that we could work together to find the documents as soon as possible. I understand the importance of filing accuracy in order to ensure efficient retrieval of documents when needed. Therefore, I would do whatever is necessary to rectify the situation.”

8. How well do you handle stress?

Filing clerks often work in high-pressure environments. Employers ask this question to make sure you can handle the stress of the job and remain calm when things get busy. In your answer, explain how you manage stress and provide an example of a time you did so successfully.

Example: “I understand that filing can be a stressful job, but I am confident in my ability to handle it. In my previous experience as a Filing Clerk, I have developed strong organizational skills and an eye for detail which helps me stay on top of the workload. I also take time each day to prioritize tasks, so that I know what needs to be done first and can focus on completing those items. Finally, I make sure to take breaks throughout the day, so that I don’t become overwhelmed by the stress of the job. This allows me to remain focused and productive while still managing my stress levels.”

9. Do you have any questions for me about the position or company?

This question is your opportunity to show the interviewer that you have done some research on their company and are genuinely interested in working for them. It’s also a chance to ask about any information you may not have been able to find online, such as what the work environment is like or how long employees typically stay with the company.

Example: “Yes, I do have a few questions. First, what type of filing system does the company use? Second, how many files are typically managed in a day? Finally, is there any room for growth within the position or opportunity to take on additional responsibilities?

I’m confident that my experience as a Filing Clerk makes me an ideal candidate for this role. My background includes organizing and maintaining physical and digital records, ensuring accuracy and completeness of all documents, and creating efficient filing systems. I’m also familiar with using various software programs such as Microsoft Office Suite and Adobe Acrobat Pro. With my knowledge and skills, I’m sure I can help streamline your filing processes and make them more efficient.”

10. When was the last time you updated a filing system? Can you provide an example?

This question can help the interviewer understand your experience with filing systems and how you’ve used them in the past. You can use this question to showcase your organizational skills, attention to detail and ability to work independently.

Example: “The last time I updated a filing system was about six months ago. At that time, my employer had recently acquired another company and needed to integrate their existing filing system into ours. To do this, I created a new folder structure for the documents from the other company, ensuring that all relevant information was organized in an efficient manner. I also added labels to each folder so that it would be easy to find specific documents when needed. Finally, I trained the staff on how to use the new system so they could quickly access any documents they needed.”

11. We want to improve our document retrieval times. What would you do to ensure documents are easy to find?

This question is an opportunity to show your organizational skills and attention to detail. You can highlight a specific strategy you use or how you would implement a new system that improves the organization of documents.

Example: “I understand the importance of efficient document retrieval times. To ensure documents are easy to find, I would first create a comprehensive filing system that is organized and consistent. This would include creating categories for different types of documents and assigning each one an individual identifier. I would also use labels and color-coded folders to make it easier to identify files quickly.

In addition, I would develop a searchable database with detailed information about each document. This would allow users to easily locate specific documents by searching keywords or phrases. Finally, I would regularly review the filing system to ensure accuracy and update any outdated information. By taking these steps, I am confident that our document retrieval times will be significantly improved.”

12. Describe your experience with using legal software.

Filing clerks often use legal software to organize documents and create case files. Employers ask this question to learn about your experience with using these types of programs. Use your answer to explain which software you’ve used in the past and what you liked or disliked about it. If you haven’t worked as a filing clerk before, you can talk about any other experience you have with legal software.

Example: “I have extensive experience with using legal software. I have been working as a Filing Clerk for the past five years, and during that time I have become very familiar with various types of legal software. I am proficient in Microsoft Office Suite, including Word, Excel, and Outlook. In addition, I have used specialized legal software such as LexisNexis, Westlaw, and other document management systems.

I understand how to use these programs to organize and store documents, create filing systems, and search for relevant information quickly and accurately. I also have experience creating reports, tracking deadlines, and ensuring accuracy of data entry. My attention to detail ensures that all documents are filed correctly and efficiently.”

13. What makes you stand out from other candidates for this position?

Employers ask this question to learn more about your qualifications and how you can contribute to their company. Before your interview, make a list of three things that make you unique or qualified for the role. These could be skills you have, certifications you hold or personal qualities that will help you succeed in the position.

Example: “I believe my experience and qualifications make me an ideal candidate for this position. I have over five years of experience as a filing clerk, during which time I have developed a strong understanding of the role and its responsibilities. My attention to detail is excellent, and I am comfortable working with both physical and digital records.

In addition, I have extensive knowledge of filing systems and procedures, and I am confident in my ability to organize information quickly and accurately. I also take initiative when it comes to finding solutions to problems, and I’m not afraid to ask questions if something isn’t clear. Finally, I’m highly motivated and always willing to go the extra mile to get the job done right.”

14. Which filing systems are you most familiar with using?

This question can help the interviewer determine your experience level and how much training you might need to get up to speed. If you have no prior filing experience, you may want to mention that you are willing to learn any system.

Example: “I have extensive experience using a variety of filing systems. I am most familiar with the traditional alphabetical and numerical filing systems, as well as more modern electronic filing systems such as document management software.

In my current role as a Filing Clerk, I use an electronic filing system to store documents in an organized manner. This includes creating folders for each client or project, labeling them appropriately, and ensuring that all documents are stored correctly. I also regularly review existing files to ensure accuracy and completeness.

Additionally, I am comfortable working with both physical and digital records. I understand the importance of maintaining accurate records and can quickly locate any file when needed. I am confident that my knowledge and experience will be an asset to your organization.”

15. What do you think is the most important trait for a successful filing clerk?

Employers ask this question to see if you have the skills and abilities needed for the job. They want someone who is organized, detail-oriented and able to work independently. When answering this question, think about what traits helped you succeed in previous positions. Try to highlight a trait that you feel strongly about.

Example: “I believe that the most important trait for a successful filing clerk is attention to detail. As a filing clerk, it’s essential to be able to accurately and efficiently organize documents into an organized system. This requires paying close attention to details such as labels, dates, and other pertinent information in order to ensure accuracy. It also involves being able to quickly identify any discrepancies or errors that may arise during the process. Furthermore, having strong organizational skills is key to staying on top of tasks and ensuring that all documents are filed correctly. Finally, good communication skills are essential for working with colleagues and clients who may need access to certain documents.”

16. How often do you perform maintenance on filing systems?

This question can help interviewers understand your technical skills and how often you perform maintenance on filing systems. You can answer this question by describing the types of maintenance you do, when you perform it and what tools you use to maintain filing systems.

Example: “I understand the importance of maintaining filing systems to ensure accuracy and efficiency. I am very organized when it comes to my work, so I make sure to perform maintenance on filing systems regularly. Depending on the size and complexity of the system, I usually do a full check-up at least once a month. This includes making sure all files are in their correct folders, that everything is properly labeled, and that any outdated or unnecessary documents have been removed. I also take the time to review any new procedures or policies related to filing systems to ensure I’m up to date with best practices.”

17. There is a common typo in a form that needs to be filed. What would you do?

This question is a great way to test your attention to detail and ability to follow directions. It also shows the interviewer how you would respond if you made a mistake. In your answer, explain what steps you would take to fix the error and prevent it from happening again.

Example: “When it comes to filing forms, accuracy is key. If I noticed a typo in a form that needs to be filed, the first thing I would do is double check the form for any other typos or errors. Once I have confirmed that there are no other mistakes, I would then contact the person who submitted the form and let them know about the typo so they can make the correction. After the correction has been made, I would then proceed with filing the form correctly.

I understand the importance of accuracy when it comes to filing documents, which is why I take extra care to ensure all forms are filled out correctly before submitting them. My experience as a Filing Clerk has taught me how to handle this type of situation quickly and efficiently.”

18. Describe a time when you had to handle confidential documents.

This question can help employers determine how you handle confidential information and whether you are trustworthy. When answering this question, it can be helpful to mention that you understand the importance of keeping documents private and would never share them with anyone else.

Example: “I have extensive experience handling confidential documents in my previous roles as a Filing Clerk. For example, when I was working at ABC Company, I had to handle sensitive financial information for the company’s clients. This included creating and maintaining filing systems that kept all of these documents secure and organized.

To ensure security, I followed strict protocols such as using encryption software to protect digital documents and limiting access to physical files. I also took extra precautions by shredding any documents that were no longer needed and disposing of them properly. Finally, I made sure to keep detailed records of who accessed the documents and what changes were made.”

19. What would you do if you were unable to locate a file?

This question can help the interviewer determine how you would handle a challenging situation. Your answer should show that you are willing to ask for help and collaborate with your coworkers when needed.

Example: “If I were unable to locate a file, I would first take a step back and review the filing system. I have extensive experience in organizing files and ensuring accuracy within filing systems, so I am confident that I can quickly identify any discrepancies or potential issues. If I still cannot find the file after reviewing the system, I would then consult with my supervisor or colleagues for assistance. Finally, if all else fails, I would create a new file and document the steps taken to try and locate the original. This way, we can ensure that the same issue does not occur again in the future.”

20. How comfortable are you with scanning and indexing documents?

This question can help the interviewer determine your comfort level with scanning and indexing documents. Scanning involves converting paper documents into digital files, while indexing is a process of organizing scanned documents by keywords or phrases. Your answer should show that you have experience with these processes.

Example: “I am very comfortable with scanning and indexing documents. I have over five years of experience in filing clerk roles, so I understand the importance of accuracy and organization when it comes to document management. I am also highly proficient in using various software programs for scanning and indexing documents. I am confident that my experience and skills will make me an asset to any team.”

21. Do you have experience using document management software?

This question can help the interviewer determine your experience level with filing and organizing documents. Document management software is a common tool used by many businesses to organize files, so it’s important that you have some experience using this type of technology if possible. If you don’t have any prior experience, consider taking a class or training yourself on how to use document management software before your interview.

Example: “Yes, I have extensive experience using document management software. In my current role as a Filing Clerk, I am responsible for managing the filing system and ensuring that documents are properly stored and organized. As part of this responsibility, I use various document management software programs to store, organize, and retrieve documents quickly and efficiently. I also have experience creating digital records and archiving physical documents. My expertise in document management software has enabled me to streamline processes and improve overall efficiency in the workplace.”

22. Tell us about a time when you had to manage multiple filing tasks at once.

This question can help interviewers understand how you prioritize your work and manage multiple projects at once. Use examples from previous experience to explain how you managed the situation, what steps you took to complete all tasks on time and any skills or techniques that helped you stay organized.

Example: “I have a lot of experience managing multiple filing tasks at once. For example, when I worked as a Filing Clerk for ABC Company, I was responsible for organizing and maintaining the company’s records. This included both physical files and digital documents.

To ensure that all tasks were completed on time, I developed an efficient system to prioritize my work. First, I would review any new documents or requests that had come in since the previous day. Then, I would organize them into categories based on their importance and urgency. Finally, I would tackle each task one by one until they were all complete.

By using this system, I was able to manage multiple filing tasks simultaneously without compromising quality or accuracy. My supervisors often praised me for my organization skills and ability to stay on top of deadlines.”

23. What is your approach to organizing files?

This question can help interviewers understand how you approach a task that is central to the filing clerk role. Your answer should show your ability to organize files in an efficient way, which can help you complete tasks more quickly and accurately.

Example: “My approach to organizing files is systematic and thorough. I have experience with a variety of filing systems, including both digital and physical methods. When it comes to filing documents, I always start by creating an organized structure that will make it easy for anyone to find the information they need quickly. I also ensure that all documents are labeled accurately and consistently so that everyone can easily identify them. Finally, I regularly review my filing system to ensure that everything is up-to-date and accurate. This helps me stay on top of any changes or updates that may be needed in order to keep the system running smoothly.”

24. What techniques do you use to ensure accuracy when filing documents?

Filing is a key part of the job, so employers want to know that you can perform this task accurately. They may ask this question to see if you have any special techniques for filing documents and how you ensure accuracy in your work. In your answer, share two or three methods you use to file documents correctly.

Example: “I understand the importance of accuracy when filing documents and take great care to ensure that all documents are filed correctly. I use a few techniques to guarantee accuracy in my work. First, I double-check each document before filing it away to make sure that the information is correct and that it’s being placed in the right location. Second, I keep an organized system for filing documents so that everything is easy to find and access. Finally, I always review my work after filing to make sure that nothing was missed or misplaced. These techniques help me stay on top of my work and ensure that all documents are filed accurately.”

25. Are you familiar with any regulations or laws related to the filing of records?

Employers ask this question to make sure you understand the importance of filing documents correctly and in a timely manner. They want to know that you will be able to complete your job duties without any issues or mistakes. In your answer, explain how important it is to file records properly and provide an example of when you did so successfully.

Example: “Yes, I am familiar with the regulations and laws related to filing records. I have experience in maintaining accurate and organized files that adhere to all applicable laws and regulations. During my previous role as a Filing Clerk, I was responsible for ensuring compliance with state and federal record-keeping requirements. This included understanding the rules surrounding document retention, destruction, and storage. I also had to ensure that all documents were properly labeled and filed according to their specific categories.

I understand the importance of accuracy when it comes to filing records and take great pride in my work. I’m confident that I can provide the same level of expertise and attention to detail at your organization.”