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 managing digital and scanned records with meticulous accuracy, ensuring they are properly indexed, stored, and compliant with organizational standards. You will serve as a vital link between departments, processing high volumes of documents while maintaining an audit-ready trail that tracks receipt, processing, and storage. This position demands a keen eye for detail, a commitment to confidentiality, and the ability to thrive in a fast-paced environment where speed is balanced with uncompromising accuracy.

Key Responsibilities

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

• Document Intake & Indexing:
  • Receive and process files from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
  • Validate document completeness by verifying required fields, signatures, and attachments.
  • Index records using standardized metadata, including client/project identifiers, dates, document categories, versions, and regional classifications.
• Document Organization & Conversion:
  • Apply consistent naming conventions and folder structures to maintain organized repositories.
  • Perform format conversions as needed, 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 retention tags to ensure compliance with organizational policies.
• Quality Control & Process Improvement:
  • 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 & 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 policies.
  • Support internal and external audits by retrieving records promptly and documenting the chain-of-custody process.
• Collaboration & Communication:
  • Work closely with cross-functional teams, 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.

Tools & 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.
• Spreadsheet applications for tracking and reporting.
• Ticketing systems, including Jira, Asana, or ServiceNow, for workflow management.
• Electronic signature platforms for validating document authenticity.
• Basic office productivity tools for efficient communication and collaboration.

Success Metrics

Your performance will be evaluated based on key metrics, including:

• Accuracy rate, measured by the frequency of misfiled documents or metadata errors.
• Turnaround time from document receipt to final filing.
• Backlog size and daily processing throughput to ensure timely completion of tasks.
• Audit retrieval speed and completeness, demonstrating your ability to locate records efficiently.
• Compliance adherence, including proper access control and retention tagging.

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.
• A strong attention to detail, with the ability to consistently follow naming and filing conventions.
• Proficiency in handling confidential information and adhering to strict procedural guidelines.
• Basic computer skills, including familiarity with file systems, spreadsheets, PDFs, and collaboration tools.

If you are a meticulous, organized professional with a passion for accuracy and a commitment to maintaining high standards of confidentiality, we invite you to apply for this Remote File Clerk position and contribute to our team’s success.