File Clerk📣 Job Ad

About the Role

Recruit Lytix Hiring is seeking a File Clerk for a full-time position in Medina. This role is responsible for maintaining the accuracy, organization, and accessibility of digital and scanned records, ensuring compliance and supporting various internal teams.

Key Responsibilities

The File Clerk will manage the intake and indexing of documents received from multiple sources, including shared inboxes, portals, and cloud folders. This involves validating document completeness, applying standardized naming conventions, and classifying files into appropriate repositories. The role also includes converting file formats as needed, maintaining controlled libraries (final, draft, archived), and applying retention tags.

• Receive and process files from various digital channels.
• Verify document details, required fields, signatures, and attachments.
• Index records using standard metadata such as client/project ID, date, and document category.
• Apply consistent naming conventions and folder structures.
• Manage document formats, including merging, splitting, and converting images to PDF.
• Maintain organized record libraries with appropriate retention tags.

Quality Assurance and Governance

A critical aspect of this role involves ensuring the integrity of records through daily quality control checks. This includes identifying duplicates, misfiled documents, missing pages, or unreadable scans. Exceptions will be flagged and routed to the appropriate personnel with clear explanations. The File Clerk will also maintain error logs and contribute to process improvements. Strict adherence to access controls, confidentiality, retention schedules, and legal hold instructions is mandatory. The role supports audits by retrieving records and documenting chain-of-custody.

• Perform regular checks for data integrity and accuracy.
• Identify and report any discrepancies or errors found in records.
• Ensure all records are handled with strict confidentiality.
• Follow established retention and archival policies.
• Assist in record retrieval for audits.

Collaboration and Communication

This position requires effective coordination with various departments, including HR, Finance, Operations, Legal, and Customer teams, to clarify file requirements and resolve any issues. The File Clerk will provide regular status updates on workload, processing times, and any challenges encountered during record management.

Required Qualifications

Candidates should possess strong attention to detail and the ability to consistently follow established naming and filing protocols. Comfort in handling confidential information and adhering to strict procedures is essential. Basic computer proficiency, including familiarity with file systems, spreadsheets, PDF documents, and collaboration tools, is required. Prior experience in records management, administrative support, clerical work, or document control is preferred.

• 0-1 years of experience in a related field (preferred).
• High level of accuracy and attention to detail.
• Ability to follow procedures and handle sensitive information.
• Basic computer literacy.

Tools and Technology

The role may involve the use of various digital tools, including cloud storage platforms (*, Google Drive, SharePoint, Dropbox), document management software (*, Adobe Acrobat), spreadsheets, ticketing systems (*, Jira, Asana, ServiceNow), e-signature platforms, and general office productivity applications.