File Clerk (Remote)

Position Overview

Join our dynamic team as a Remote File Clerk, where precision, organization, and compliance are at the heart of every task. In this critical role, you will be responsible for maintaining the integrity, accessibility, and security of digital and scanned records across multiple departments. Your meticulous approach will ensure that documents are accurately received, validated, indexed, and stored in a manner that meets organizational standards and regulatory requirements. This high-volume position demands both speed and unwavering accuracy, with a strong emphasis on confidentiality and adherence to established protocols.

Key Responsibilities

As a Remote File Clerk, your core responsibilities will include:

• Document Intake & Indexing:
  • Receive, review, and process files from various sources, including shared inboxes, internal portals, ticketing systems, and cloud-based folders.
  • Verify document completeness by confirming required fields, signatures, attachments, and adherence to submission guidelines.
  • Index records using standardized metadata, including client/project identifiers, dates, document categories, versions, and regional specifications.
• Document Organization & Conversion:
  • Apply consistent naming conventions and folder structures to ensure seamless retrieval and navigation.
  • Perform necessary format conversions, such as merging or splitting PDFs, converting images to PDFs, compressing files, and labeling versions accurately.
  • Maintain controlled libraries by categorizing documents as final, draft, or archived, and applying appropriate retention tags.
• Quality Control & Process Improvement:
  • Conduct daily spot checks to identify duplicates, misfiled documents, missing pages, or unreadable scans.
  • Document and escalate exceptions with clear, actionable notes to the relevant stakeholders for resolution.
  • Contribute to continuous improvement initiatives by analyzing error logs and proposing solutions to reduce rework and enhance efficiency.
• Records Governance & Compliance:
  • Handle sensitive records with the utmost care, ensuring strict access controls and maintaining confidentiality at all times.
  • Adhere to established retention schedules, legal hold instructions, and data deletion/archival policies.
  • Support internal and external audits by retrieving records promptly and maintaining a documented chain of custody for all transactions.
• Collaboration & Communication:
  • Work closely with cross-functional teams, including HR, Finance, Operations, Legal, and Customer Support, to clarify document requirements and resolve discrepancies.
  • Provide timely updates on backlog status, processing turnaround times, and any issues encountered during document handling.

Tools & Technologies

To excel in this role, you will utilize a variety of digital tools and platforms, including:

• Cloud storage solutions (e.g., Google Drive, SharePoint, Dropbox)
• Document management tools (e.g., Adobe Acrobat or equivalent)
• Spreadsheet applications for tracking and reporting
• Ticketing systems (e.g., Jira, Asana, ServiceNow)
• Electronic signature platforms
• Basic office productivity software

Success Metrics

Your performance will be evaluated based on the following key indicators:

• Accuracy Rate: Minimizing misfiles and metadata errors to ensure data integrity.
• Turnaround Time: Efficient processing from receipt to final filing.
• Backlog Management: Maintaining optimal daily throughput and minimizing backlog.
• Audit Readiness: Rapid and complete retrieval of records during audits.
• Compliance Adherence: Strict adherence to access controls, retention policies, and confidentiality protocols.

Qualifications & Skills

To qualify for this role, you should possess the following:

• Prior experience in records management, administrative support, clerical work, or document control is highly preferred.
• Exceptional attention to detail, with the ability to consistently follow standardized naming and filing conventions.
• Strong commitment to confidentiality and adherence to established procedures.
• Proficiency in basic computer operations, including file systems, spreadsheets, PDF management, and collaboration tools.