Administrative Data Entry File Clerk (Remote)

Position Overview

Our organization is committed to operational excellence and exceptional service delivery. We are currently seeking a meticulous and proactive Administrative Data Entry File Clerk (Remote) to support our digital infrastructure and ensure the seamless organization of critical business records. This remote position is ideal for individuals who thrive in structured environments, demonstrate a keen eye for detail, and possess the ability to work autonomously while maintaining high standards of accuracy and efficiency.

Core Responsibilities

As an integral member of our administrative team, you will play a pivotal role in maintaining the integrity and accessibility of our digital records. Your responsibilities will encompass a wide range of tasks designed to streamline document management and enhance operational productivity. Key duties include:

• Document Intake and Indexing: Receive, review, and process incoming files from shared inboxes, portals, internal ticketing systems, and cloud-based repositories. Verify document types, required fields, signatures, and attachments to ensure completeness and compliance with organizational standards.
• Data Organization and Conversion: Implement standardized naming conventions and folder structures to maintain consistency across digital libraries. Convert file formats as necessary, including merging or splitting PDFs, converting images to PDFs, compressing files, and applying version labels. Manage controlled libraries by categorizing documents as final, draft, or archived, and apply retention tags to align with organizational policies.
• Quality Assurance and Control: Conduct daily spot checks to identify duplicates, misfiled documents, missing pages, and unreadable scans. Document exceptions and escalate issues to the appropriate stakeholders with clear, actionable notes. Maintain error logs and contribute to continuous process improvements to minimize rework and enhance efficiency.
• Records Governance and Compliance: Handle sensitive records with the utmost confidentiality, adhering to strict access controls and data protection protocols. Ensure compliance with retention schedules, legal hold instructions, and archival or deletion rules. Support internal and external audits by retrieving records promptly and maintaining detailed documentation of chain-of-custody procedures.
• Collaboration and Communication: Serve as a liaison between departments, including HR, Finance, Operations, Legal, and Customer Support, to clarify file requirements and resolve discrepancies. Provide timely status updates on backlog volumes, processing turnaround times, and any issues encountered during document handling.

Required Tools and Competencies

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

• Cloud Storage Solutions: Google Drive, SharePoint, or Dropbox for secure file storage and collaboration.
• Document Management Tools: Adobe Acrobat or equivalent software for PDF manipulation and editing.
• Productivity Software: Spreadsheets for data tracking and analysis, as well as basic office productivity suites.
• Ticketing Systems: Jira, Asana, ServiceNow, or similar platforms for task management and workflow tracking.
• E-Signature Platforms: Familiarity with digital signature tools to verify document authenticity.

Performance Metrics

Your success in this role will be measured by key performance indicators, including:

• Accuracy Rate: Minimize misfiles and metadata errors to ensure data integrity.
• Turnaround Time: Process documents efficiently from receipt to final filing.
• Backlog Management: Maintain optimal backlog levels and daily throughput to meet operational demands.
• Audit Readiness: Ensure rapid and complete retrieval of records during audits.
• Compliance Adherence: Strictly follow access controls, retention schedules, and confidentiality protocols.

Qualifications and Skills

We are seeking candidates with a proven track record in records management, administrative support, clerical work, or document control. Ideal applicants will possess the following attributes:

• Exceptional attention to detail, with the ability to consistently apply naming and filing conventions.
• Strong organizational skills and the capacity to manage confidential information with discretion.
• Proficiency in basic computer operations, including file systems, spreadsheets, PDFs, and collaboration tools.
• Ability to work independently in a remote setting while meeting deadlines and maintaining high productivity levels.
• Excellent communication skills to collaborate effectively with cross-functional teams and provide clear status updates.