File Clerk (Remote)

Position Overview

Join our dynamic team as a Remote File Clerk, where you will play a critical role in maintaining the integrity, accessibility, and compliance of our digital and scanned records. In this high-volume position, precision and confidentiality are paramount, as you will ensure that all documents are accurately received, validated, indexed, and stored in a manner that supports seamless retrieval and audit readiness. Your responsibilities will span across multiple departments, requiring meticulous organization, adherence to standardized procedures, and proactive communication to support operational efficiency. This role is ideal for individuals who thrive in structured environments, possess a keen eye for detail, and are committed to upholding the highest standards of data governance.

Key Responsibilities

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

• Document Intake and Indexing: Receive files from shared inboxes, internal portals, ticketing systems, and cloud-based repositories. Verify the completeness of each document, ensuring required fields, signatures, and attachments are present. Apply standardized metadata, including client/project identifiers, dates, document categories, versions, and regional classifications, to enable efficient search and retrieval.
• Document Organization and Conversion: Implement and maintain consistent naming conventions and folder structures to streamline access and reduce redundancy. Perform necessary format conversions, such as 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 ensure compliance with organizational policies.
• 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 detailed error logs and contribute to continuous improvement initiatives aimed at minimizing rework and enhancing operational efficiency.
• Records Governance and Compliance: Handle sensitive records with the utmost care, adhering to strict access controls and confidentiality protocols. Ensure compliance with retention schedules, legal hold directives, and archival or deletion rules. Support internal and external audits by providing timely access to records and maintaining a documented chain of custody for all processed documents.
• Collaboration and Communication: Act as a liaison between departments, including HR, Finance, Operations, Legal, and Customer Support, to clarify file requirements and resolve discrepancies. Provide regular updates on backlog status, processing times, and any issues encountered during document handling. Foster a collaborative environment by sharing insights and best practices to improve team performance.

Tools and Technologies

To excel in this role, you will utilize a variety of 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 and organization.
• Spreadsheet applications for tracking and reporting purposes.
• Ticketing systems, including Jira, Asana, or ServiceNow, for managing workflow and communication.
• Electronic signature platforms for validating document authenticity.
• Basic office productivity tools to support daily tasks.

Success Metrics

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

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

Qualifications

To qualify for this position, 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 apply naming and filing conventions.
• The ability to handle confidential information with discretion and adhere to established procedures.
• Basic computer proficiency, including familiarity with file systems, spreadsheets, PDFs, and collaboration tools.