Remote File Clerk

Overview

As a Remote File Clerk, your main responsibility will be to manage digital and scanned records ensuring they remain accurate, well-maintained, searchable, and compliant with organizational standards. You will support various teams by receiving incoming documents, verifying their completeness, applying consistent naming conventions, categorizing files appropriately, and maintaining a transparent audit trail detailing receipt, processing, and storage.

Key Responsibilities

• Receive files from shared email inboxes, portals, ticketing platforms, and cloud storage.
• Validate document types, confirm necessary fields, signatures, and attachments are included.
• Index records applying standard metadata such as client/project ID, date, category, version, and region.
• Organize documents using defined naming conventions and folder structures.
• Perform format conversions like merging or splitting PDFs, converting images to PDF, compressing files, and labeling versions.
• Maintain controlled file libraries distinguishing final, draft, and archived documents including retention tags.
• Conduct daily quality checks to detect duplicates, filing errors, missing pages, and poor scan quality.
• Identify and flag exceptions, forwarding them to relevant personnel with clear annotations.
• Keep error logs and help improve processes to minimize rework.
• Handle sensitive records ensuring strict access controls and confidentiality.
• Ensure adherence to retention schedules, legal holds, and proper deletion or archival practices.
• Assist during audits by promptly retrieving required records and recording chain-of-custody actions.
• Collaborate with HR, Finance, Operations, Legal, and Customer teams to clarify document requirements.
• Report regularly on processing backlogs, turnaround times, and issues encountered.

Tools Utilized

Work involves use of cloud storage solutions like Google Drive, SharePoint, or Dropbox, document management tools such as Adobe Acrobat or its alternatives, spreadsheet applications, ticketing systems including Jira, Asana, or ServiceNow, e-signature platforms, and standard office productivity software.

Success Metrics

• Accuracy measured by rate of misfiles or metadata errors.
• Turnaround time from document receipt to filing completion.
• Volume of backlog and daily document throughput.
• Efficiency in auditing retrieval and completeness.
• Compliance with access controls and proper retention tagging.

Qualifications and Skills

• Prior experience in records management, administrative support, clerical duties, or document control preferred.
• Exceptional attention to detail and consistent adherence to filing standards.
• Trustworthy handling of confidential materials and following stringent procedures.
• Competent in basic computer use including file management, spreadsheets, PDF handling, and collaboration platforms.