Document Reference Administration Clerk

HRS Talent Solutions; Tallahassee (FL); Remote; USD 40,000 - 43,000; Full time

Benefits offered by this job

Remote work

Home office setup

Training provided

Job summary

HRS Talent Solutions seeks a Document Reference Administration Clerk for a fully remote role. You will maintain online references for approved documents, verify titles, identifiers, and links, and ensure accuracy for the customer service team. A home office setup is preferred and training is provided.

The role emphasizes careful checking, proper access control, and consistent labeling to support efficient information retrieval and decision making.

Qualifications

• Must be precise when validating titles, identifiers and links.
• Ability to maintain accurate references for quick retrieval.
• Experience supporting document indexing and records management.

Responsibilities

• Review new approved references for indexing and accuracy.
• Check a link, title, owner and version against the source.
• Add a consistent entry to the online reference index.
• Flag inaccessible or expired links and escalate as needed.
• Note superseded references and preserve relationships in the index.
• Ensure restricted records stay in authorized locations and assist users.

Skills

Customer service

Attention to detail

Record keeping

Indexing

Job description

Document Reference Administration Clerk

An index is useful only if it leads to the right source. This full-time remote office administration job maintains online references for approved documents and the team that owns them. Customer service colleagues rely on those pointers when they answer questions, so accuracy matters more than filling a list quickly. You check titles, identifiers and accessible links; you do not copy restricted files into a public area or decide which document is authoritative without its owner.

Remote | Full-time | $29.20 - $31.35 per hour

Make the source findable

Suppose a case points to a form that has been replaced. Check the listed reference against the current approved source and flag a broken or outdated link. Some sources have restricted access. Do not copy them into an open folder to make them easier to find. Record the access issue for the authorized owner and keep the index within the permitted system.

The work includes consistent labels, but the correct label depends on the document. A general service guide and a customer-specific record should not share the same audience. If a title has changed, confirm whether the document itself was replaced or simply renamed. An accurate index lets another colleague trace a decision to its source without searching through unrelated online folders.

A home office with a private screen is appropriate for reviewing internal reference records.

In a normal day

• Review new approved source references assigned for indexing.
• Check a link, title, owner, and version against its source.
• Add a consistent entry to the online reference index.
• Flag an inaccessible or expired link for follow-up.
• Note whether a prior reference was superseded.
• Keep restricted records in their authorized location.
• Answer simple navigation questions about the index.
• Refer content or policy questions to the source owner.

A pointer that can be trusted

A document may receive a new title while retaining an old reference number. Compare the proposed entry with the source record, and flag the discrepancy instead of quietly renaming both. Where an earlier edition is superseded, preserve the relationship if the index supports it so colleagues understand why a link changed. A broken link calls for an access check, which differs from permission to share the document itself. The finished entry identifies the source, version, permitted location and owner of any unresolved access question.

Customer service and office administration experience can be helpful, but a beginner who follows a checklist carefully can learn this role. The employer will train you on naming conventions, permission boundaries, and its approved online repositories. You should enjoy making information easy to find and be comfortable stopping when a source is uncertain.

An index entry is a pointer, not a copy

Imagine an internal guide links to a record in a restricted folder. The index can contain the permitted title, owner, and source location without reproducing the record itself. If a colleague lacks access, refer the problem to the folder owner. Moving the file to a public space would solve the wrong problem and could expose information.

An entry may also become obsolete when an approved source receives a new version. Mark the old pointer appropriately, check the replacement, and preserve the relationship when the system supports it. This way a colleague following an older case can still understand which version was used. If the replacement appears to say something different, ask the content owner rather than editing the substance of either document.

Before an entry is marked complete

• Confirm that the reference number identifies the right source.
• Open the online link with authorized access.
• Match the title and version to the source record.
• Record the responsible team, where supplied.
• Use the appropriate category and visibility level.
• Flag a broken link without duplicating restricted content.

A good index can save a team repeated searching, but its trust depends on careful entries. The company will provide sample records and review feedback. You may handle forms, service guides, and internal instructions, each with its own access rules.

Applying for the records role

The employer will teach its naming conventions and online index. You can be new to records work if you already have the habit of checking a source before changing an entry. On your resume, point to organized files, lists or instructions you have maintained, even outside a paid job. If you’re selected for the next step, you may be asked to complete an application on the hiring company’s website. Prior customer service experience is useful because the index helps other people find dependable answers.