RecruitLytic Hires is actively seeking a Remote File Clerk who will play a crucial role in maintaining and updating the company’s databases. This position combines administrative tasks with a focus on accuracy and compliance, all while supporting the company's operations remotely.
Key Responsibilities
Intake & Indexing
The Remote File Clerk will manage the intake and indexing of documents received from various sources, such as shared inboxes, portals, internal ticketing systems, and cloud storage folders. This involves:
Confirming document types, ensuring that all required fields, signatures, and attachments are included.
Indexing records using standard metadata, which may include client or project IDs, date, document categories, version numbers, and relevant regions.
Document Organization
Another significant aspect of the role is document organization, which entails:
Applying standardized naming conventions and folder structures for easy retrieval.
Converting file formats as necessary, which may involve merging or splitting PDFs, compressing files, or labeling different versions.
Maintaining controlled libraries that differentiate between final, draft, and archived documents, including relevant retention tags for compliance.
Quality Control
Quality control is vital in this role. Responsibilities include:
Performing daily checks for duplicate files, misfiles, missing pages, and unreadable scans.
Flagging exceptions to the correct team member with clear notes.
Maintaining error logs and suggesting process improvements that may help reduce errors and improve workflow effectiveness.
Records Governance & Compliance
The role requires the handling of sensitive records while adhering to strict access controls and ensuring confidentiality. Responsibilities in this area include:
Following retention schedules, legal hold instructions, and rules for deletion and archiving.
Supporting audits by quickly pulling records and documenting all chain-of-custody steps to ensure compliance.
Collaboration & Communication
Effective collaboration and communication are key to this position. The Remote File Clerk will:
Work closely with HR, Finance, Operations, Legal, and Customer teams to clarify file requirements.
Provide regular status updates on processing backlogs, turnaround times, and any identified issues during processing.
Tools You May Use
In performing the job duties, the following tools may be utilized:
Cloud Storage: Google Drive, SharePoint, Dropbox.
Document Tools: Adobe Acrobat and equivalents.
Spreadsheets and Ticketing Systems: Jira, Asana, ServiceNow.
E-signature Platforms and Office Productivity Tools.
Success Metrics
The effectiveness of the Remote File Clerk's work can be measured using several success metrics, including:
Accuracy rates regarding misfiled documents or metadata errors.
Turnaround time from receipt to filing, indicating efficiency.
The daily throughput and backlog size, which could reflect the workload and processing speed.
Audit retrieval speed and completeness, to ensure that the retrieval of documents meets compliance standards.
Adherence to compliance guidelines, including access control and retention tagging.
Qualifications Required
The ideal candidate for the Remote File Clerk position at RecruitLytic Hires should possess the following qualifications:
Previous experience in records management, administrative support, clerical work, or document control is preferred but not mandatory.
A strong attention to detail and the ability to follow naming and filing rules consistently are crucial attributes.
Comfort with handling confidential information and adherence to strict procedures is essential.
Basic proficiency in common computer tools, including file systems, spreadsheets, and PDF handling, as well as collaboration software.
Conclusion
This position is an excellent opportunity for someone who is organized, detail-oriented, and capable of working independently while contributing to the overall efficiency and effectiveness of RecruitLytic Hires' operations. If you enjoy administrative work and thrive in a remote setting while handling important data management tasks, apply to be a Remote File Clerk today.
This job offer was originally published on remoteOK.com
This job offer summary has been generated using automated technology. While we strive for accuracy, it may not always fully capture the nuances and details of the original job posting. We recommend reviewing the complete job listing before making any decisions or applications.
