Remote File Clerk

Overview

As a Remote File Clerk, you will be responsible for managing digital and scanned documents to ensure they are accurate, systematically arranged, easily searchable, and compliant with organizational standards. Supporting various departments, you will handle document intake, verify completeness, implement naming conventions, classify files appropriately, and maintain a clear audit trail indicating receipt, processing dates, and storage locations.

Key Responsibilities

• Receive files from shared inboxes, portals, internal ticket systems, and cloud storage platforms.
• Validate document types, confirm essential fields, signatures, and necessary attachments are present.
• Index records utilizing standardized metadata such as client/project ID, dates, document category, version, and regional identifiers.
• Apply consistent naming conventions and organize folder structures accordingly.
• Perform document format conversions when required, including PDF merging/splitting, image-to-PDF conversions, compression, and version labeling.
• Maintain controlled document libraries distinguishing final, draft, and archived versions while managing retention tags.
• Conduct daily quality checks for duplicates, incorrect filings, missing pages, and unclear scans.
• Identify and escalate exceptions with clear documentation to the responsible parties.
• Track errors and participate in process improvement initiatives to minimize rework.
• Manage confidential records with strict access controls and uphold confidentiality requirements.
• Adhere to retention schedules, legal holds, and archival or deletion policies.
• Assist audits by quickly retrieving records and documenting chain-of-custody procedures.
• Collaborate with teams such as HR, Finance, Operations, Legal, and Customer Service to clarify documentation needs.
• Report regularly on status regarding backlogs, processing times, and issue resolution progress.

Tools and Technologies

• Cloud storage services like Google Drive, SharePoint, Dropbox
• Document management tools including Adobe Acrobat or similar software
• Spreadsheet applications
• Ticketing systems such as Jira, Asana, or ServiceNow
• Electronic signature platforms
• General office productivity software

Success Metrics

• Accuracy rate measured by metadata errors or misfiling frequency
• Turnaround time between document receipt and filing completion
• Size of backlog and daily document processing volume
• Speed and completeness of records retrieval during audits
• Compliance with access controls and retention tagging processes

Qualifications

• Previous experience in records management, administrative support, clerical roles, or document control is preferred
• Exceptional attention to detail with consistent adherence to naming and filing standards
• Ability to manage confidential information with discretion and follow stringent procedures
• Basic proficiency in computers, including working with file systems, spreadsheets, PDFs, and collaboration tools