Remote File Clerk

Role Overview

As a Remote File Clerk, your main responsibility is to ensure the accuracy, organization, and compliance of digital and scanned records. You will assist several teams by managing document intake, verifying completeness, adhering to naming conventions, categorizing files correctly, and preserving an audit trail detailing receipt, processing times, and file locations. The role demands balancing speed with a high priority on accuracy and confidentiality in a fast-paced environment.

Core Responsibilities

• Receive documents through various channels such as shared inboxes, portals, internal ticket systems, and cloud folders.
• Validate document types, confirm inclusion of required fields, signatures, and attachments.
• Index files using standard metadata including client or project IDs, dates, categories, versions, and regions.
• Apply consistent naming conventions and organize folder structures appropriately.
• Perform document format conversions when necessary (e.g., merging/splitting PDFs, converting images to PDFs, compressing, labeling versions).
• Maintain controlled document libraries distinguishing between final, draft, and archived versions with retention tags.
• Conduct daily quality checks to detect duplicates, misfiles, missing pages, or unreadable scans; flag and route issues to proper owners with clear annotations.
• Keep detailed error logs and contribute suggestions to improve processes and reduce repetitive work.
• Uphold records governance and compliance by managing sensitive files with secure access controls, abiding by retention schedules, legal holds, and deletion or archival policies.
• Provide quick record retrieval during audits and document chain-of-custody procedures.
• Collaborate with HR, Finance, Operations, Legal, and Customer teams to clarify documentation requirements.
• Report on processing status, backlogs, turnaround times, and issues encountered.

Tools Utilized

Use cloud storage solutions (e.g., Google Drive, SharePoint, Dropbox), document management software (such as Adobe Acrobat or equivalents), spreadsheet applications, ticketing tools like Jira, Asana, or ServiceNow, electronic signature platforms, and basic office productivity tools.

Success Criteria

• Maintain high accuracy with minimal misfiling and metadata errors.
• Ensure timely processing from document receipt to filing.
• Manage backlog sizes and daily throughput efficiently.
• Provide swift and thorough retrieval for audits.
• Adhere strictly to compliance requirements related to access control and retention tagging.

Qualifications

• Previous experience in records management, administrative support, clerical duties, or document control is preferred.
• Exceptional attention to detail and consistency in following naming and filing standards.
• Proficient in handling confidential information with adherence to strict procedures.
• Basic computer skills including familiarity with file systems, spreadsheets, PDF tools, and collaboration platforms.