Remote File Clerk

Job Overview

We are seeking a reliable and meticulous Remote File Clerk to keep our company databases consistently updated. This role involves interacting with both internal teams and customers to gather information and ensure its accurate and timely input into appropriate databases.

Key Responsibilities

• Receive files via shared inboxes, portals, internal ticketing systems, and cloud storage.
• Verify document types, essential fields, required signatures, and attachments.
• Index records using standard metadata such as client/project ID, date, document category, version, and region.
• Apply established naming conventions and folder organization structures.
• Perform document format conversions when necessary, including PDF merges/splits, image to PDF conversions, compression, and version labeling.
• Maintain controlled document libraries distinguishing final, draft, and archived versions with appropriate retention tagging.
• Conduct daily quality checks to detect duplicates, misfilings, missing pages, and poor scan quality.
• Flag exceptions and redirect them to the appropriate owners with detailed notes.
• Maintain error logs and actively participate in improving processes to reduce rework.
• Manage sensitive records under strict access control and confidentiality guidelines.
• Follow document retention schedules, legal holds, and deletion or archival policies.
• Assist with audits by promptly retrieving records and documenting chain-of-custody procedures.
• Collaborate with departments including HR, Finance, Operations, Legal, and Customer teams to clarify file requirements.
• Provide regular updates regarding backlog status, processing turnaround, and identified issues.

Tools Utilized

Use cloud storage platforms such as Google Drive, SharePoint, or Dropbox; document editing tools like Adobe Acrobat or equivalents; spreadsheets; ticketing systems including Jira, Asana, or ServiceNow; e-signature software; and general office productivity applications.

Measurement of Success

• Accuracy rate focusing on misfiling and metadata errors.
• Speed from file receipt to filing completion.
• Daily workload throughput and backlog size management.
• Effectiveness and promptness in audit record retrieval.
• Compliance with access controls and retention tagging standards.

Qualifications

• Previous experience in records management, administrative support, clerical roles, or document control is preferred.
• Strong attention to detail and consistency in following naming and filing protocols.
• Ability to handle confidential materials responsibly, adhering to strict procedures.
• Basic computer skills including usage of file management systems, spreadsheets, PDF handling, and collaboration platforms.