Digital Files Clerk

Oates Energy; Jacksonville (TX); On-site; USD 36,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Retirement plan with company match

Tuition reimbursement

Flexible work arrangements

Job summary

Oates Energy, Inc. is looking for a meticulous Digital Files Clerk to maintain precise electronic records and bridge physical and digital archives across departments.

You will organize, index, and safeguard sensitive information, perform routine data entry, manage digital asset lifecycles, and support digitization efforts while ensuring privacy and security in a fast-paced environment.

Qualifications

• Hold one to three years of administrative experience, particularly in records management, data entry, or file organization.
• Demonstrate competence in digital file structuring, scanning applications, and standard office productivity software.
• Show a keen eye for detail that ensures high accuracy while processing substantial volumes of information.

Responsibilities

• Systematically organize, categorize, and archive electronic documents to facilitate swift and accurate access for all staff members.
• Execute routine data entry operations with a strong emphasis on accuracy, cross-referencing inputs with source documents and complying with established standards.
• Oversee the complete lifecycle of digital assets, including scheduled updates, version management, and secure disposal of outdated files in accordance with retention policies.
• Partner with cross-functional departments to convert physical archives into searchable digital formats, advancing digitization initiatives.
• Perform regular audits of the digital filing system to detect inconsistencies, resolve access permission issues, and enhance storage efficiency.
• Offer technical assistance and guidance to employees regarding file management protocols and help resolve common documentation hurdles.
• Uphold rigorous security and confidentiality measures when managing sensitive corporate data and proprietary information.

Skills

Data entry

Records management

Digital filing

Document scanning

Attention to detail

Data privacy

Communication

Tools

Scanning software

Job description

For over two decades, Oates Energy, Inc. has built a trusted reputation for delivering truly customized utility billing and submetering. Our track record of excellence includes long-standing partnerships with property owners and managers of multifamily communities and commercial properties nationwide. With a focus on collaboration, reliability, and flexibility, we’ve consistently achieved high customer satisfaction by providing customized utility billing and submetering services tailored to the unique needs of each client.

We are looking for a meticulous and highly organized individual to join our team as a Digital Files Clerk. This essential administrative position serves as the cornerstone of our digital information infrastructure, responsible for the precise creation, upkeep, and retrieval of electronic records. Critical to maintaining operational efficiency, the role demands unwavering accuracy in handling data within a dynamic setting. The ideal candidate will act as a vital link between physical and digital records, ensuring seamless information flow throughout the organization while strictly adhering to protocols that safeguard data security and integrity.

Responsibilities

• Systematically organize, categorize, and archive electronic documents to facilitate swift and accurate access for all staff members.
  
• Execute routine data entry operations with a strong emphasis on accuracy, cross-referencing all inputs with source documents and complying with established standards.
  
• Oversee the complete lifecycle of digital assets, including scheduled updates, version management, and the secure disposal of outdated files in accordance with retention policies.
  
• Partner with cross-functional departments to convert physical archives into searchable digital formats, advancing the company's digitization initiatives.
  
• Perform regular audits of the digital filing system to detect inconsistencies, resolve access permission issues, and enhance storage efficiency.
  
• Offer technical assistance and guidance to employees regarding file management protocols and help resolve common documentation hurdles.
  
• Uphold rigorous security and confidentiality measures when managing sensitive corporate data and proprietary information.
  

Requirements

• Hold one to three years of relevant administrative experience, particularly in records management, data entry, or file organization.
  
• Demonstrate competence in digital file structuring, scanning applications, and standard office productivity software.
  
• Show a keen eye for detail that ensures high accuracy while processing substantial volumes of information.
  
• Exhibit strong organizational capabilities with the ability to prioritize tasks effectively in a fast-paced environment.
  
• Display the capacity to work autonomously, meet strict deadlines, and follow procedural guidelines without constant oversight.
  
• Possess a working understanding of data privacy laws and industry-standard information security practices.
  
• Demonstrate excellent verbal and written communication skills to interact effectively with internal teams and external partners.
  
• Comprehensive health, dental, and vision insurance coverage.
  
• Competitive paid time off and holiday schedule.
  
• Retirement savings plan with company matching contributions.
  
• Professional development opportunities and tuition reimbursement.
  
• Flexible work arrangements and remote work options where applicable.
  
• Employee wellness programs and gym membership subsidies.
  
• Performance-based bonuses and annual salary reviews.
  

EEO Statement

Our organization is an equal opportunity employer committed to building a diverse and inclusive workforce. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic. All qualified applicants will receive consideration for employment without regard to these factors.