File Clerk (Remote)

Position Overview

Join our dynamic team as a Remote File Clerk, where precision, organization, and confidentiality are the cornerstones of your role. In this critical position, you will be responsible for managing digital and scanned records with meticulous attention to detail, ensuring they are accurate, well-organized, searchable, and fully compliant with organizational and regulatory standards. Your work will directly support multiple teams across the company, enabling seamless operations and maintaining an audit-ready trail of all documents received, processed, and stored. This role is ideal for an individual who thrives in a high-volume environment, where efficiency is essential, but accuracy and data security are paramount.

Key Responsibilities

The Remote File Clerk plays a pivotal role in the lifecycle of records management. Your core responsibilities will include:

• Intake & Indexing:
  • Receive, review, and process files from various sources, including shared inboxes, internal portals, ticketing tools, and cloud-based folders.
  • Validate the completeness of each document by verifying required fields, signatures, attachments, and adherence to submission guidelines.
  • Index records using standardized metadata, including client or project identifiers, dates, document categories, versions, and regional classifications to ensure seamless retrieval and tracking.
• Document Organization:
  • Apply consistent naming conventions and folder structures to maintain a logical and accessible filing system.
  • Perform necessary format conversions, such as merging or splitting PDFs, converting images to PDFs, compressing files, and clearly labeling versions to prevent confusion.
  • Manage controlled libraries by categorizing documents as final, draft, or archived, and applying retention tags to align with organizational policies and legal requirements.
• Quality Control:
  • Conduct daily spot checks to identify and resolve issues such as duplicates, misfiled documents, missing pages, or unreadable scans.
  • Document exceptions and escalate them to the appropriate team with clear, actionable notes to facilitate prompt resolution.
  • Maintain detailed error logs and contribute to process improvement initiatives aimed at reducing rework and enhancing overall efficiency.
• Records Governance & Compliance:
  • Handle sensitive and confidential records with the utmost care, adhering to strict access controls and data protection protocols.
  • Ensure compliance with retention schedules, legal hold instructions, and data deletion or archival rules to mitigate risk and support organizational governance.
  • Facilitate audits by quickly retrieving requested records and maintaining a documented chain of custody for all processed documents.
• 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 leverage a variety of digital tools and platforms, including:

• Cloud storage solutions such as Google Drive, SharePoint, or Dropbox for secure document storage and sharing.
• Document management tools like Adobe Acrobat or equivalent software for PDF manipulation and editing.
• Spreadsheets for tracking, reporting, and data analysis.
• Ticketing systems such as Jira, Asana, or ServiceNow to manage workflows and coordinate with teams.
• E-signature platforms for validating and processing signed documents.
• Basic office productivity tools to support daily administrative tasks.

Success Metrics

Your performance will be evaluated based on measurable outcomes, including:

• Accuracy Rate: Minimizing misfiles and metadata errors to ensure data integrity.
• Turnaround Time: Efficiently processing documents from receipt to final filing.
• Backlog Management: Maintaining optimal backlog size and achieving daily throughput targets.
• Audit Readiness: Ensuring rapid and complete retrieval of records during audits.
• Compliance Adherence: Strictly following access controls, retention schedules, and data protection protocols.

Qualifications & Skills

We are seeking a detail-oriented professional with a strong commitment to accuracy and confidentiality. Ideal candidates will possess the following qualifications:

• Proven experience in records management, administrative support, clerical work, or document control (preferred but not mandatory).
• Exceptional attention to detail, with the ability to consistently apply naming and filing conventions with precision.
• Demonstrated ability to handle confidential information responsibly and in accordance with established procedures.
• Proficiency in basic computer skills, including file systems, spreadsheets, PDF manipulation, and collaboration tools.