File Clerk

File & Records Support Specialist

Position Overview

We are seeking a detail-oriented and organized professional to support physical and digital records management, file organization, document retention, and data tracking. This position will primarily involve locating, organizing, documenting, boxing, and preparing account files for retention or destruction.

The ideal candidate is comfortable performing repetitive, detail-focused work, has experience with filing systems, and can accurately maintain tracking information in Microsoft Excel.

Work Schedule & Location

• Work Model: 100% On-site
• Schedule: Monday – Friday, 5 days per week
• Location: 66 South Pearl Street, Albany, NY

Key Responsibilities

File & Records Management

• Search for and retrieve physical files from shelving based on closed-account filing lists.
• Review and organize closed account files according to established retention requirements.
• Identify and shred files that have exceeded the required account retention period.
• Package closed files that are not eligible for destruction into boxes organized by year closed.
• Label boxes accurately with:
  • Account numbers
  • Account closure dates
  • Scheduled destruction dates
• Remove and relocate files from designated shelving areas to accommodate facilities maintenance.
• Condense and reorganize remaining open-account files in numerical account order.
• Prepare file boxes for shipment to off-site retention facilities as needed.
• Follow established off-site storage instructions and packaging requirements.

Data Entry & Tracking

• Log files and box labels accurately using Microsoft Excel spreadsheets.
• Maintain organized and accurate records of files being retained, relocated, or destroyed.
• Ensure physical records correspond with information documented in tracking spreadsheets.

Qualifications

• Previous experience with physical and/or digital filing systems preferred.
• Comfortable working with Microsoft Excel spreadsheets.
• Strong organizational skills and attention to detail.
• Ability to accurately organize files by account number, year, and retention requirements.
• Ability to remain focused and productive while performing repetitive tasks.
• Comfortable working independently on structured, detail-oriented assignments.
• Ability to follow document retention and file management procedures.
• Ability to lift and move boxes weighing approximately 10–15 pounds.

Required Prescreen Questions

The following questions must be answered and submitted with the candidate's resume:

1. What experience do you have with physical and digital filing systems?
2. Are you comfortable using Excel spreadsheets?
3. Can you lift boxes weighing 10–15 pounds?
4. How do you keep yourself focused and motivated when performing repetitive tasks?
5. Are you organized? This position will require you to pull files from shelving, organize them into boxes by year closed, and log the files and corresponding box labels in a spreadsheet.