Administrative Records Clerk

The Remote Administrative Records Clerk is responsible for managing, organizing, and maintaining digital records and files for the organization. This position involves ensuring that all records are kept up-to-date, accurate, and accessible while adhering to compliance and confidentiality standards. The ideal candidate will be detail-oriented, highly organized, and capable of handling a large volume of records efficiently, all while working remotely.

This position primarily focuses on managing records and data remotely, ensuring that documents and files are well-organized, secure, and easily accessible.

Organize and maintain electronic records, ensuring proper filing, categorization, and retrieval in the digital system.

Manage record retention schedules, ensuring compliance with legal and organizational policies for record keeping.

Scan, upload, and store physical records into digital formats, ensuring they are accessible and easy to retrieve.

Ensure that records are archived and disposed of according to company policies and legal requirements.

Accurately input and update data in databases, spreadsheets, and record-keeping systems.

Verify the accuracy of records and data entries, correcting any discrepancies or errors.

Maintain up-to-date and complete files, ensuring that all relevant information is included and easily accessible.

Ensure all records are maintained in compliance with company policies, industry standards, and legal regulations (e.g., HIPAA, GDPR, etc.).

Maintain confidentiality and privacy of sensitive documents and information in accordance with company guidelines and legal requirements.

Monitor and report any issues related to document security or breaches of confidentiality.

Respond to requests for records from team members, clients, or external parties, ensuring timely and accurate retrieval of information.

Provide administrative support by preparing and organizing records for audits, reports, or reviews.

Assist with locating and retrieving records when needed for legal, regulatory, or internal purposes.

Provide administrative assistance to other teams by managing files, creating reports, and assisting with office tasks as needed.

Prepare, organize, and send correspondence or documentation related to records management.

Coordinate with various departments to ensure proper documentation and data management.

Education:

High school diploma or equivalent required;
Associate’s or Bachelor’s degree in Business Administration, Information Management, or a related field (preferred).

Experience:

1-2 years of experience in records management, administrative support, or data entry, preferably in a remote work environment.

Experience working with electronic records management systems (e.g., SharePoint, Google Drive, or other cloud-based storage platforms).

Familiarity with compliance requirements and confidentiality standards (e.g., HIPAA, GDPR, etc.) is a plus.

Skills:

Strong organizational skills and attention to detail, with the ability to manage multiple tasks efficiently.

Excellent written and verbal communication skills.

Proficient in data entry, document management, and use of office software (e.g., Microsoft Office Suite, Google Workspace).

Ability to work independently with minimal supervision in a remote setting.

Strong problem-solving skills and ability to troubleshoot minor issues related to records management systems.

Ability to prioritize tasks and meet deadlines while maintaining accuracy.

Technology:

Must have a reliable internet connection and access to a quiet, dedicated workspace.

Familiarity with records management software and document storage systems.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets).

Comfortable using virtual communication tools (e.g., Zoom, Microsoft Teams, Slack).

Health, dental, and vision insurance options.

Paid time off (PTO) and holidays.

Retirement plan options (e.g., 401(k)).

Flexible work hours and the ability to work from home.

Employee wellness program, including mental health support and work-life balance initiatives.