File Clerk

Role overview

In this remote file clerk position, you will be responsible for keeping digital and scanned records structured, accurate, easy to search, and aligned with compliance requirements. The role supports several teams by reviewing incoming documents, checking that they are complete, applying naming standards, sorting files into the correct locations, and maintaining a clear audit trail showing what was received, when it was handled, and where it is stored.

This is a high-volume role where speed is important, but precision and confidentiality are even more critical.

Core responsibilities

• Collect documents from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Verify document type, mandatory fields, signatures, and any required attachments.
• Tag and index each file using standard metadata such as client or project ID, date, document category, version, and region.
• Use approved naming formats and folder structures to organize records.
• Rework file formats when needed, including merging or splitting PDFs, converting images to PDF, compressing files, and labeling versions.
• Keep document libraries controlled and up to date, separating final, draft, and archived versions and applying retention labels.
• Run daily quality checks to identify duplicates, misplaced files, missing pages, and unreadable scans.
• Escalate exceptions to the appropriate owner with clear notes and context.
• Maintain error records and help improve workflows to reduce repeat work.
• Handle sensitive information using strict access rules and confidentiality practices.
• Follow retention timelines, legal hold instructions, and rules for deletion or archiving.
• Assist with audits by retrieving records quickly and documenting chain-of-custody steps.
• Work with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements.
• Share progress updates on backlog, processing speed, and any issues discovered during handling.

Tools and working methods

You may work with cloud storage platforms such as Google Drive, SharePoint, or Dropbox, document applications such as Adobe Acrobat or similar tools, spreadsheets, ticketing systems like Jira, Asana, or ServiceNow, e-signature platforms, and standard office productivity software.

Performance measures

• Accuracy rate, including misfile and metadata error levels
• Time taken from document receipt to filing completion
• Backlog size and daily processing output
• Speed and completeness of audit retrievals
• Adherence to compliance rules, including access control and retention tagging

Qualifications

Previous experience in records management, administrative support, clerical work, or document control is preferred.

You should be highly detail-oriented, able to follow filing and naming rules consistently, comfortable managing confidential information, and capable of working within strict procedures.

Basic computer skills are needed, including file management, spreadsheets, PDF handling, and collaboration tools.