File Clerk
WFA Digital Insight
The shift to remote work has intensified the need for skilled professionals who can efficiently manage digital files and databases. With demand for digital skills growing rapidly, roles like this File Clerk position are becoming increasingly crucial for companies to maintain organized and secure records. As the remote job market continues to evolve, having a strong foundation in digital skills is no longer a preference but a necessity. RecruitLytic Hires is looking for a dependable and detail-oriented individual to join their team, and candidates with experience in records management or similar fields are encouraged to apply. Before applying, it's essential to understand the importance of confidentiality and the ability to work independently in a remote setting.
Job Description
About the Role
The File Clerk role at RecruitLytic Hires is a vital position that requires a high level of organization, attention to detail, and ability to work independently in a remote setting. As a File Clerk, you will be responsible for maintaining and updating the company's databases, ensuring that all files are accurately and promptly entered. This role is central to the company's operations, requiring strong communication skills to interact with both internal employees and customers.Day-to-day, you will be receiving files from various sources, including shared inboxes, portals, internal ticketing tools, and cloud folders. Your ability to confirm document types, required fields, signatures, and attachments will be crucial in ensuring the integrity of the database. You will also be responsible for indexing each record using standard metadata, which includes client/project ID, date, document category, version, and region.
The success of this role is highly dependent on the ability to apply standardized naming conventions and folder structures, ensuring that all documents are easily accessible and retrievable. The company's databases are the backbone of their operations, and your role will play a significant part in maintaining their efficiency and security.
What You Will Do
- Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders.
- Confirm document type, required fields, signatures, and attachments.
- Index each record using standard metadata (client/project ID, date, document category, version, region).
- Apply standardized naming conventions and folder structures.
- Convert formats when needed (PDF merge/split, image-to-PDF, compressing, version labeling).
- Maintain controlled libraries (final vs draft vs archived), including retention tags.
- Perform daily spot checks for duplicates, misfiles, missing pages, and unreadable scans.
- Flag exceptions and route them to the correct owner with clear notes.
- Maintain error logs and contribute to process improvements that reduce rework.
- Handle sensitive records with strict access controls and confidentiality.
- Follow retention schedules, legal hold instructions, and deletion/archival rules.
- Support audits by pulling records quickly and documenting chain-of-custody steps.
- Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements.
- Provide status updates on backlog, turnaround time, and issues found during processing.
What We Are Looking For
- Experience in records management, admin support, clerical work, or document control (preferred).
- Strong attention to detail; able to follow naming/filing rules consistently.
- Comfortable handling confidential information and following strict procedures.
- Basic computer proficiency: file systems, spreadsheets, PDFs, and collaboration tools.
- Ability to work independently in a remote setting.
- Excellent communication skills, both written and verbal.
- Ability to work in a fast-paced environment and meet deadlines.
- Strong organizational skills, with the ability to prioritize tasks effectively.
- Knowledge of cloud storage systems (Google Drive/SharePoint/Dropbox) and document tools (Adobe Acrobat or equivalents).
Nice to Have
- Experience with ticketing systems (Jira/Asana/ServiceNow).
- Familiarity with e-signature platforms.
- Basic understanding of data analysis and reporting.
- Certification in records management or a related field.
Benefits and Perks
- Opportunity to work with a dynamic and growing company.
- Competitive compensation package.
- Comprehensive health insurance.
- Generous PTO policy.
- Remote work stipend.
- Professional development opportunities.
- Access to the latest digital tools and technologies.
- Collaborative and supportive remote work environment.
How to Stand Out
- When applying, ensure you mention the word POSITIVELY and include the tag RMTI5LjEyMS40MC4xNg== to show you have read the job post completely.
- Highlight your experience with digital tools and platforms, especially those mentioned in the job description.
- Emphasize your attention to detail and ability to follow strict procedures, as these are crucial for success in this role.
- Prepare examples of how you have maintained confidentiality and handled sensitive information in previous roles.
- Be ready to discuss your experience with data organization and your understanding of database management principles.
- Consider creating a portfolio that demonstrates your ability to work with digital files and databases, even if it's from a previous role or a personal project.
- During salary negotiations, research the market rate for similar positions and be prepared to discuss your expectations based on your experience and qualifications.
This is a remote position listed on WFA Digital, the platform for professionals who work from anywhere. Browse more remote jobs across all categories.