Remote File Clerk

Role Overview

This remote position as a File Clerk involves ensuring that digital and scanned documents are meticulously organized, easily accessible, and compliant with relevant standards. You will assist various departments by managing incoming documents, verifying their completeness, applying consistent naming conventions, correctly categorizing files, and maintaining a detailed audit trail for tracking purposes. The environment is fast-paced, emphasizing accuracy and confidentiality above all.

Primary Responsibilities

• Receive incoming files through shared inboxes, portals, internal ticketing platforms, and cloud storage locations.
• Verify document types, check required fields, confirm signatures, and ensure all attachments are present.
• Index files using standardized metadata such as client or project identifiers, dates, document categories, versions, and geographic regions.
• Implement standardized naming schemes and organize folder structures appropriately.
• Convert document formats as necessary, including merging or splitting PDFs, converting images to PDFs, compressing files, and labeling versions.
• Maintain controlled document libraries distinguishing between final versions, drafts, and archived files while managing retention tags.
• Conduct daily quality control checks to detect duplicates, incorrect file placements, missing pages, and poor-quality scans.
• Escalate issues with clear documentation to relevant stakeholders and maintain error logs to support continuous improvement.
• Manage sensitive records with strict confidentiality and controlled access.
• Adhere to retention policies, legal holds, and deletion or archiving processes.
• Assist audit activities by swiftly retrieving records and documenting the chain of custody.
• Collaborate with departments such as Human Resources, Finance, Operations, Legal, and Customer Service to clarify documentation requirements.
• Provide regular updates on backlog status, processing turnaround times, and identified issues.

Tools and Technologies

• Cloud storage platforms (Google Drive, SharePoint, Dropbox)
• Document management software (Adobe Acrobat or its alternatives)
• Spreadsheet applications
• Ticketing systems (Jira, Asana, ServiceNow)
• E-signature solutions
• Standard office productivity tools

Success Criteria

• Maintaining low error rates including misfiling and metadata errors
• Efficient turnaround times from document receipt to filing
• Managing backlog size and daily processing volumes
• Quick and complete audit record retrieval
• Compliance with access control and retention tagging requirements

Candidate Qualifications

• Experience in records management, administrative support, clerical duties, or document control is favorable
• Exceptional attention to detail with consistent adherence to naming and filing guidelines
• Ability to handle confidential information responsibly and follow rigorous procedures
• Basic skills with computers, including familiarity with file systems, spreadsheets, PDF handling, and collaboration tools