Administrative Data Entry File Clerk

Administrative Data Entry File Clerk

Join a detail-oriented team responsible for keeping business records organized, accurate, and audit-ready. The role supports daily operations by maintaining digital files, updating databases, and ensuring information is entered efficiently.

Key Responsibilities

• Intake & indexing
  • Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders.
  • Verify document type, required fields, signatures, and attachments.
  • Index each record using standard metadata (e.g., client/project ID, date, document category, version, region).
• Document organization
  • Apply standardized naming conventions and folder structures.
  • Convert formats as needed (e.g., PDF merge/split, image-to-PDF, compressing, version labeling).
  • Maintain controlled libraries (final vs draft vs archived) including retention tags.
• Quality control
  • 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 suggest process improvements to reduce rework.
• Records governance & compliance
  • Handle sensitive records with strict access controls and confidentiality.
  • Follow retention schedules, legal hold instructions, and deletion/archival rules.
  • Support audits by retrieving records quickly and documenting chain-of-custody.
• Collaboration & communication
  • Coordinate with HR, Finance, Operations, Legal, and Customer teams to clarify file requirements.
  • Provide status updates on backlog, turnaround time, and issues found during processing.

Tools You May Use

• Cloud storage: Google Drive, SharePoint, Dropbox
• Document tools: Adobe Acrobat (or equivalents)
• Spreadsheets
• Ticketing: Jira, Asana, ServiceNow
• E-signature platforms
• Basic office productivity tools

Qualifications

• Experience in records management, administrative support, clerical work, or document control (preferred)
• Strong attention to detail and consistent adherence to naming/filing rules
• Comfortable handling confidential information and following strict procedures
• Basic computer proficiency (file systems, spreadsheets, PDFs, collaboration tools)

Success Metrics (Examples)

• Accuracy rate (misfile/metadata error rate)
• Turnaround time from receipt to filed
• Backlog size and daily throughput
• Audit retrieval speed and completeness
• Compliance adherence (access control, retention tagging)