File Clerk (Remote)

Position Overview

Join our dynamic team as a Remote File Clerk, where precision, organization, and confidentiality are paramount. In this critical role, you will be responsible for maintaining the integrity, accessibility, and compliance of digital and scanned records across multiple departments. Your meticulous attention to detail will ensure that documents are accurately received, validated, indexed, and stored in a manner that supports seamless retrieval, audit readiness, and operational efficiency. This high-volume position demands both speed and accuracy, with a strong emphasis on confidentiality and adherence to established protocols.

Key Responsibilities

As a Remote File Clerk, your core duties will encompass the following areas:

• Document Intake and Indexing:
  • Receive files from diverse sources, including shared inboxes, internal portals, ticketing systems, and cloud-based folders.
  • Verify document completeness by confirming required fields, signatures, and attachments are present.
  • Index each record using standardized metadata, including client or project identifiers, dates, document categories, versions, and regional specifications.
• Document Organization and Conversion:
  • Apply consistent naming conventions and folder structures to maintain a logical and searchable repository.
  • Perform necessary format conversions, such as merging or splitting PDFs, converting images to PDFs, compressing files, and labeling versions accurately.
  • Manage controlled libraries by categorizing documents as final, draft, or archived, and applying appropriate retention tags.
• Quality Control and Process Improvement:
  • Conduct daily spot checks to identify duplicates, misfiled documents, missing pages, or unreadable scans.
  • Document exceptions and escalate issues to the appropriate stakeholders with clear, actionable notes.
  • Maintain error logs and contribute to process improvements that minimize rework and enhance efficiency.
• Records Governance and Compliance:
  • Handle sensitive records with the utmost care, ensuring strict access controls and confidentiality protocols are followed.
  • Adhere to retention schedules, legal hold instructions, and data deletion or archival policies.
  • Support audit processes by retrieving records promptly and maintaining a documented chain of custody.
• Collaboration and Communication:
  • Coordinate with cross-functional teams, including HR, Finance, Operations, Legal, and Customer Support, to clarify file requirements and resolve discrepancies.
  • Provide regular updates on backlog status, processing turnaround times, and any issues encountered during document handling.

Tools and Technologies

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

• Cloud storage solutions such as Google Drive, SharePoint, or Dropbox.
• Document management tools like Adobe Acrobat or equivalent software for PDF manipulation.
• Spreadsheets for tracking and reporting purposes.
• Ticketing systems, including Jira, Asana, or ServiceNow, for workflow management.
• Electronic signature platforms for validating document authenticity.
• Basic office productivity tools for communication and collaboration.

Success Metrics

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

• Accuracy rate, measured by the frequency of misfiles or metadata errors.
• Turnaround time from receipt to final filing of documents.
• Backlog size and daily throughput to ensure timely processing.
• Audit retrieval speed and completeness to support compliance requirements.
• Adherence to compliance standards, including access control and retention tagging.

Qualifications and Skills

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

• Prior experience in records management, administrative support, clerical work, or document control is highly desirable.
• A keen eye for detail, with the ability to consistently follow naming and filing conventions.
• Strong discretion and integrity when handling confidential information and sensitive data.
• Proficiency in basic computer operations, including file systems, spreadsheets, PDF manipulation, and collaboration tools.