File Clerk

Job Overview

Recruitlytixs Hirings is actively seeking a Remote File Clerk to support their operations by maintaining and updating the company's databases. This role is tailored for someone who is dependable and has an eye for detail, as they will be responsible for ensuring accurate and timely information management. The job involves regular communication with both internal employees and customers to gather pertinent information that will be entered into various databases.

Key Responsibilities

As a Remote File Clerk, you will take on several vital responsibilities, which include:

Intake & Indexing

You will receive files from multiple sources, such as shared inboxes, internal ticketing tools, and cloud folders. Your duties include:

• Confirming the document type and checking for all required fields, signatures, and attachments.
• Indexing each record properly using standard metadata. This metadata includes elements such as client/project ID, date, document category, version, and region.

Document Organization

Your organizational skills will be put to the test as you will:

• Apply standardized naming conventions and folder structures.
• Convert formats when necessary, such as merging or splitting PDFs and compressing files.
• Maintain controlled libraries, ensuring the correct categorization of final, draft, and archived documents.

Quality Control

To ensure high standards, you will perform daily checks to:

• Spot duplicates, misfiles, missing pages, and unreadable scans.
• Flag exceptions and route them to the correct owner, accompanied by clear notes.
• Maintain error logs and contribute to improving processes that minimize rework.

Records Governance & Compliance

Handling sensitive records is a crucial component of your role. You must:

• Adhere to strict access controls and maintain confidentiality.
• Follow established retention schedules and comply with legal hold instructions.
• Support audits by quickly retrieving records and documenting chain-of-custody steps.

Collaboration & Communication

You will coordinate with various departments such as HR, Finance, Operations, Legal, and Customer Support to clarify file requirements. Your communication will help:

• Provide status updates regarding backlog, turnaround time, and issues encountered during processing.

Tools Utilized

The position may require proficiency in various tools, including:

• Cloud storage solutions like Google Drive, SharePoint, and Dropbox.
• Document management tools such as Adobe Acrobat or similar software.
• Basic office productivity tools and spreadsheets. Task management may also involve ticketing systems like Jira, Asana, or ServiceNow.

Success Metrics

The success in this role will be measured through various metrics, such as:

• Accuracy rate in avoiding misfiles or metadata errors.
• Turnaround time from the moment files are received to when they are properly filed.
• Size of backlog and daily throughput of processed documents.
• Speed and completeness of audit retrievals.
• Compliance adherence concerning access control and retention tagging.

Required Qualifications

To excel in this role, applicants should possess the following skills:

• Prior experience in records management, administrative support, clerical work, or document control is preferred.
• A keen attention to detail and the ability to consistently follow filing rules.
• Comfort in handling confidential information and following strict procedural guidelines.
• Basic computer proficiency, including experience with file systems, spreadsheets, and PDFs.

Salary Information

While the specific salary for the Remote File Clerk position has not been disclosed, candidates can expect compensation that aligns with industry standards for similar roles in administrative support and data entry.

Additional Information

This job is characterized by the ability to work independently in a remote environment. Therefore, effective self-management and organizational skills are essential. The position offers a unique opportunity for individuals striving to contribute positively in a supportive role that plays a critical part in the company’s overall operations. If you are a passionate individual interested in this position at Recruitlytixs Hirings, consider applying today!

This job offer was originally published on remoteOK.com