File Clerk

Effective February 2016
File Clerk

Position Title: File Clerk
Department: Court
Employment Status: Non-Exempt Grade: NE4
Opening date: December 3, 2024 Closing date: December 10, 2024

Job Summary
Files correspondence, invoices, receipts and court records in alphabetical or numerical order.

This position description may not include all of the listed duties, nor do all of the listed examples include all tasks
which may be found or assigned to this position.

Duties and Responsibilities 

Establishes, maintains, and updates files, databases, records, and/or other documents; ensures all files
are up to date. 

Enters docket cases into computer. 
Pulls files and records for daily arraignments. 
Finds and retrieves information from files in response to requests from authorized users. 
Sorts or classifies information according to guidelines such as content, purpose, user criteria, or

chronological, alphabetical, or numerical order. 
Locates and removes material from file when requested. 
Keeps records of materials filed or removed, using logbooks or computers. 
Adds new material to file records, and create new records as necessary. 
Answers questions about records and files. 
Assigns and records or stamp identification numbers or codes in order to index materials for filing. 
Eliminates outdated or unnecessary materials, destroying them or transferring them to inactive

storage according to file maintenance guidelines and/or legal requirements. 
Enters document identification codes into systems in order to determine locations of documents to be

retrieved. 
Modifies and improves filing systems, or implement new filing systems. 
Performs periodic inspections of materials or files in order to ensure correct placement, legibility, and

proper condition. 
Places materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to

classification and identification information. 
Scans or reads incoming materials in order to determine how and where they should be classified or

filed. 
Tracks materials removed from files in order to ensure that borrowed files are returned. 
Receives mail, checks boxes, reviews, logs, prioritizes, and routes correspondence. 
Maintains and distributes office supplies. 
Maintains confidentiality of all information. 
Performs other duties as assigned.

MESCALERO APACHE TRIBE
JOB ANNOUNCEMENT

Effective February 2016
File Clerk

Minimum Qualifications 

High School Diploma or GED. 
One year experience with records management preferred. 
Good communication, computer and organization skills required. 
Must have a valid NM Driver’s License. 
Must successfully pass a pre-employment drug/alcohol screen and background investigation.

Tribal preference and Native American Indian preference shall apply to all positions.

Knowledge, Skills and Abilities 

Knowledge of applicable federal, state, county, and local laws, regulations, and requirements. 
Knowledge of records management procedures. 
Skill in operating business computers and office machines, including in a Windows environment,

specifically Word, Excel, Access, presentation software (such as PowerPoint), and PC-based
computerized accounting software. 

Skill in maintaining accurate records 
Ability to meet daily filing deadlines. 
Ability to communicate effectively both verbally and in writing. 
Ability to establish and maintain professional relationships with individuals of varying social and

cultural backgrounds and with co-workers at all levels. 
Ability to maintain confidentiality. 
Ability to analyze situations and adopt appropriate courses of action. 
Ability to work independently and meet strict time lines.

Physical Demands
While performing the duties of this job, the employee regularly is sit and walk; required to use hands to finger,
handle, or feel; and talk and hear. The employee frequently is required to stand; and reach with hands and
arms including above shoulder level. The employee occasionally is required to climb or balance; stoop, kneel,
crouch, or crawl; and taste or smell. The employee must occasionally lift and/or move up to 50 pounds.

Work Environment
Work is performed in office environment with a low to moderate noise level.