Remote File Clerk

Role Overview

We are seeking a dedicated Remote File Clerk to manage and maintain digital and scanned documentation. This role focuses on ensuring records are precise, well-organized, easily searchable, and aligned with compliance standards. You will assist various departments by handling document receipt, verifying completeness, applying uniform naming standards, categorizing files appropriately, and preserving an audit-ready log of document processing history. The position demands high accuracy and confidentiality in a fast-paced environment.

Core Responsibilities

• Receive files via shared inboxes, portals, internal ticket systems, and cloud directories.
• Verify document types and confirm the presence of necessary fields, signatures, and supplemental attachments.
• Assign standardized metadata for indexing, including client/project identification, dates, document categories, versions, and regions.
• Apply consistent naming conventions and organize folder hierarchies systematically.
• Convert documents as needed—for instance, merging or splitting PDFs, converting images to PDFs, compressing files, and labeling versions.
• Manage document libraries with controlled status distinctions such as final, draft, and archived, including applying retention labels.
• Conduct daily quality assurance spot checks to detect duplicates, misfilings, missing pages, and unreadable scans.
• Identify and annotate exceptions, forwarding them to appropriate stakeholders with detailed comments.
• Maintain error logs and participate in initiatives aimed at minimizing rework through process enhancements.
• Safeguard sensitive records by enforcing rigorous access restrictions and confidentiality measures.
• Adhere to retention schedules, legal holds, and guidelines for archival or deletion of records.
• Assist audit processes by promptly retrieving required files and documenting chain-of-custody procedures.
• Collaborate with teams such as HR, Finance, Operations, Legal, and Customer Service to clarify documentation requirements.
• Provide updates on processing backlogs, turnaround times, and any issues identified during record handling.

Tools and Software

Work involves utilizing cloud storage platforms such as Google Drive, SharePoint, and Dropbox; document management software like Adobe Acrobat or equivalents; spreadsheet applications; ticketing systems including Jira, Asana, or ServiceNow; electronic signature tools; and basic office productivity software.

Performance Metrics

• Accuracy of file handling and metadata entry.
• Time from document receipt to successful filing.
• Volume of files processed daily and backlog size.
• Speed and completeness in audit file retrieval.
• Compliance in access control and the application of retention tags.

Candidate Qualifications

• Previous experience in records management, administrative support, clerical roles, or document control preferred.
• Exceptional attention to detail with consistent adherence to naming and filing conventions.
• Comfortable managing confidential data and complying with stringent protocols.
• Proficiency in basic computer functions including file systems, spreadsheets, PDFs, and collaborative tools.