File Clerk Office Assistant

The Town of Bel Air is accepting applications for the position of Part-Time File Clerk/Office Assistant in the Department of Administration. File correspondence, forms, documents, contracts, agreements, personnel records, legislation, ordinances, resolutions, agendas, minutes, cards, invoices, receipts, and other records in alphabetical or numerical order or according to the filing system used. Locate and remove material from file when requested. Perform other administrative functions and general office duties, requiring knowledge of office systems and procedures. Other duties may include a combination of drafting correspondence, scheduling appointments, organizing, data entry, compiling data, generating reports, answering telephones, providing information to callers, greeting visitors, bookkeeping, typing or word processing, office machine operation, in addition to filing. This position is on-site five days a week, Monday through Friday from 12:30 PM to 4:30 PM.

Fiscal Year 2026 Pay Range: $19.44 per hour to $34.15 per hour. The starting wage rate is $19.44 per hour.

Responsibilities

• Scan or read incoming materials to determine how and where they should be classified or filed.
• Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.
• Perform general office activities, such as typing, answering telephones, greet and assist visitors, taking messages, operating office machines, scanning documents, processing mail, or securing confidential materials.
• Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Answer questions about records or files.
• Keep records of materials filed or removed, using logbooks or computers and generate computerized reports.
• Add new material to file records or create new records as necessary.
• Gather materials to be filed from departments or employees.
• Find, retrieve, and make copies of information from files in response to requests and deliver information to authorized users.
• Track materials removed from files to ensure that borrowed files are returned.
• Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
• Eliminate outdated or unnecessary materials, destroying them or transferring them to inactive storage, according to file maintenance guidelines or legal requirements.
• Perform periodic inspections of materials or files to ensure correct placement, legibility, or proper condition.
• Modify or improve filing systems or implement new filing systems.
• Design forms related to filing systems.
• Compute, record, and proofread data and other information, such as records or reports.
• Assign and record or stamp identification numbers or codes to index materials for filing.
• Compose, type, and distribute meeting agendas and related documents, notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Complete general financial activities, such as processing accounts payable, reviewing invoices, entering requisitions, tracking expenditures, preparing annual budget documents.
• Process and prepare documents, such as business or government forms and expense reports.
• Perform other administrative office assistant clerical duties as assigned.

Skills & Qualifications

• High School graduate or GED required, associate’s or bachelor’s degree preferred.
• At least two years of related work experience is preferred.
• Strong computer and internet skills, including Microsoft Office 365, Outlook, Word, Excel, PowerPoint, OneDrive, OneNote, SharePoint, and Teams.
• Electronic document and records management system experience preferred.
• Excellent verbal and written communication skills.
• Able to work in a team as well as independently.
• Experienced in providing professional and courteous customer service.
• Ability to type 35 words per minute.
• Ability to walk steps, use ladders, bend, kneel, reach, push, pull, lift, move, and carry items /- 25 lbs.