Administrative Data Entry File Clerk📣 Job Ad

About the Administrative Data Entry File Clerk Role

Recruit Lytics Hires is seeking a detail-oriented Administrative Data Entry File Clerk to join our team in Medina. This full-time, remote position is ideal for individuals with 0-1 years of experience who possess strong organizational skills and a commitment to data accuracy. The role is integral to maintaining efficient business operations and supporting the team's productivity through meticulous record management.

Core Responsibilities

The Administrative Data Entry File Clerk will be responsible for a range of tasks focused on document management and data integrity. This includes receiving and processing files from various digital sources, ensuring all required information and documentation are present. A key aspect of the role involves accurately indexing records using standard metadata, such as client or project IDs, dates, and document categories, to facilitate easy retrieval and organization.

• Receiving files from shared inboxes, portals, internal ticketing tools, and cloud folders.
• Confirming document type, required fields, signatures, and attachments.
• Indexing each record using standard metadata (client/project ID, date, document category, version, region).
• Applying standardized naming conventions and folder structures.
• Converting document formats as needed (*, PDF merging/splitting, image-to-PDF, compression).
• Maintaining controlled libraries, differentiating between final, draft, and archived versions, and applying retention tags.

Quality Assurance and Compliance

Maintaining the accuracy and integrity of our records is paramount. This role involves performing regular quality control checks to identify and rectify any errors, such as duplicate entries, misfiled documents, or unreadable scans. Adherence to records governance and compliance protocols, including strict access controls for sensitive information and following defined retention schedules, is essential. The position also supports audit processes by ensuring records are readily accessible and chain-of-custody steps are documented.

• Performing daily spot checks for duplicates, misfiles, missing pages, and unreadable scans.
• Flagging exceptions and routing them to the appropriate owner with clear notes.
• Maintaining error logs and contributing to process improvements.
• Handling sensitive records with strict access controls and confidentiality.
• Following retention schedules, legal hold instructions, and deletion/archival rules.
• Supporting audits by quickly retrieving records and documenting chain-of-custody steps.

Collaboration and Tools

Effective communication and collaboration with various internal teams are key to clarifying file requirements and resolving issues. The role requires providing status updates on workload and any encountered problems. Proficiency with common digital tools is expected, including cloud storage platforms, document management software, spreadsheets, ticketing systems, and e-signature platforms.

• Coordinating with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements.
• Providing status updates on backlog, turnaround time, and issues found during processing.
• Utilizing tools such as Google Drive/SharePoint/Dropbox, Adobe Acrobat, spreadsheets, Jira/Asana/ServiceNow, and e-signature platforms.

Qualifications and Requirements

This position is suitable for individuals with minimal prior experience, focusing on fundamental administrative and data handling skills. A strong attention to detail is crucial for consistently applying naming and filing rules. The ability to handle confidential information with discretion and follow established procedures is also a key requirement. Basic computer proficiency, including familiarity with file systems, spreadsheets, PDFs, and collaboration tools, is necessary.

• 0-1 years of experience in records management, administrative support, clerical work, or document control is preferred.
• Strong attention to detail and the ability to follow naming/filing rules consistently.
• Comfortable handling confidential information and adhering to strict procedures.
• Basic computer proficiency, including file systems, spreadsheets, PDFs, and collaboration tools.