File Clerk (Remote)

Position Overview

Join our dynamic team as a Remote File Clerk, where precision, organization, and compliance are at the forefront of your responsibilities. In this critical role, you will ensure that digital and scanned records are meticulously maintained, accurately indexed, and readily accessible while adhering to strict confidentiality and regulatory standards. You will serve as a vital link between multiple departments, processing high volumes of documents with efficiency and reliability. This position demands a keen eye for detail, a commitment to accuracy, and the ability to thrive in a fast-paced, remote work environment where both speed and precision are essential.

Key Responsibilities

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

• Document Intake & Indexing:
  • Receive files from various sources, including shared inboxes, client portals, internal ticketing systems, and cloud-based folders.
  • Verify document completeness by checking for required fields, signatures, attachments, and adherence to submission guidelines.
  • Index each record using standardized metadata, including client or project identifiers, dates, document categories, versions, and regional classifications.
• Document Organization & 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 to ensure compliance with organizational policies.
• Quality Control & Process Improvement:
  • Conduct daily spot checks to identify duplicates, misfiled documents, missing pages, or unreadable scans.
  • Document and escalate exceptions with clear, actionable notes to the relevant stakeholders for resolution.
  • Maintain detailed error logs and contribute to continuous process improvements aimed at reducing errors and enhancing operational efficiency.
• Records Governance & Compliance:
  • Handle sensitive records with the utmost confidentiality, ensuring strict adherence to access controls and data protection protocols.
  • Follow established retention schedules, legal hold instructions, and archival or deletion guidelines to maintain compliance with regulatory requirements.
  • Support internal and external audits by efficiently retrieving records and documenting the chain of custody for each document processed.
• Collaboration & Communication:
  • Liaise with cross-functional teams, including HR, Finance, Operations, Legal, and Customer Support, to clarify document requirements and resolve discrepancies.
  • Provide timely status updates on backlog levels, 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 and organization.
• Spreadsheets for tracking and reporting purposes.
• Ticketing systems, including Jira, Asana, or ServiceNow, for managing workflows and task assignments.
• Electronic signature platforms for validating document authenticity.
• Basic office productivity tools for communication and collaboration.

Success Metrics

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

• Accuracy Rate: Minimizing misfiles and metadata errors to ensure data integrity.
• Turnaround Time: Efficient processing from receipt to final filing to maintain operational flow.
• Backlog Management: Keeping daily throughput high while minimizing backlog accumulation.
• 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

To qualify for this position, you should possess the following:

• Prior experience in records management, administrative support, clerical roles, or document control is highly preferred.
• Exceptional attention to detail, with the ability to consistently apply naming and filing conventions without deviation.
• Strong commitment to confidentiality and the ability to handle sensitive information with discretion and integrity.
• Proficiency in basic computer applications, including file systems, spreadsheets, PDF manipulation, and collaboration tools.