Administrative Data Entry File Clerk (Remote)

Role Overview

We are looking for a meticulous Administrative Data Entry File Clerk to join our remote team, dedicated to enhancing the efficiency and orderliness of our business records and operations. This position requires a keen eye for detail, reliability, and independence in managing data with precision to support daily workflows effectively.

Key Responsibilities

• Receive incoming files via shared inboxes, portals, internal ticketing systems, and cloud storage locations.
• Verify document types, ensure all necessary fields, signatures, and attachments are present.
• Index each record accurately using predefined metadata such as client or project identifiers, dates, document categories, versions, and regions.
• Organize documents according to standardized naming conventions and folder hierarchies.
• Perform file conversions when necessary, including merging or splitting PDFs, transforming images to PDFs, compressing files, and labeling versions.
• Maintain controlled document libraries distinguishing between final, draft, and archived copies, with proper retention tagging.
• Conduct regular quality control checks to identify duplicates, misfiled documents, missing pages, or poor scan quality.
• Flag and document exceptions, routing them appropriately with detailed notes.
• Keep detailed error logs and participate in enhancing processes to minimize rework.
• Manage sensitive records under strict confidentiality protocols and access controls.
• Adhere to retention schedules, legal holds, and rules for deletion or archiving of documents.
• Assist with audits by locating records promptly and tracking chain-of-custody.
• Collaborate with various departments such as HR, Finance, Operations, Legal, and Customer Service to clarify document requirements and provide updates on workload status and issues.

Tools Utilized

• Cloud storage platforms like Google Drive, SharePoint, and Dropbox.
• Document handling tools such as Adobe Acrobat or alternative PDF software.
• Spreadsheet applications and ticketing systems e.g., Jira, Asana, or ServiceNow.
• Electronic signature solutions and general office productivity software.

Performance Metrics

• Accuracy rate concerning misfiles and metadata errors.
• Speed of processing documents from receipt to filing.
• Management of backlog volume and daily processing capacity.
• Audit retrieval efficiency and record completeness.
• Compliance with access control policies and retention labeling.

Candidate Qualifications

• Previous experience in records management, administrative assistance, clerical roles, or document control is advantageous.
• Exceptional attention to detail with the ability to consistently follow naming and filing protocols.
• Trustworthy with sensitive information and compliance to strict processes.
• Basic proficiency with computers encompassing file systems, spreadsheet software, PDF management, and collaboration tools.