Records Clerk Job Description (Free 2026 Template)

Below is a complete, ready-to-use records clerk job description you can copy, paste, and adapt. It reflects how the role actually runs across the systems a professional-services back office uses in 2026. Take what you need. Then, before you post it, read the section after the template: most of what’s on this list is repetitive, cross-system work you can automate.

Records Clerk job description (free template)

Job title: Records Clerk
Reports to: Operations Manager
Summary: Caddi runs the records role as deterministic code: it files and profiles documents with consistent metadata, renames and tags files, builds the folder structure, and applies retention across your DMS. The filing, automated and auditable, without adding headcount.

Records Clerk responsibilities

• Document profiling & metadata
• DMS filing
• Folder structure & organization
• Retention & lifecycle

Records Clerk requirements and qualifications

• 2+ years in a back-office, operations, or administrative role, ideally in legal or financial services.
• Proficiency with the systems this role touches — iManage, NetDocuments, SharePoint, Box, and similar tools.
• Strong attention to detail and comfort moving work accurately across multiple systems.
• Spreadsheet and reporting fluency; discretion handling confidential client and firm data.

What does a records clerk do day-to-day?

Day to day, the role moves the same data between the same systems: document profiling & metadata, dms filing, folder structure & organization, and the follow-up that keeps each of those on track. It’s measured on throughput, accuracy, turnaround, and exceptions caught — all of which improve when the mechanical work happens faster and more consistently.

Before you post this role, here’s the math

Read back through the responsibilities above. Most of them are high-volume, rule-based, cross-system tasks — the exact profile of work that an AI records clerk runs as deterministic code, unattended, the same way every time. Before you open a req, it’s worth knowing what that automation already covers.

Here is the same role, mapped to what Caddi runs for you versus what stays with a person:

Is it reliable and compliant?

• Reliability.Caddi uses AI only at design time to build the automation. What runs in production is deterministic code calling your systems via API — no model improvising over your records, no hallucinated values.
• Compliance. Every run is logged and reviewable for an audit trail you can defend, and Caddi maintains SOC 2 Type II compliance.
• Your current person. The honest frame is augmentation: keep your best people on judgment and exceptions, and automate the drudgery. You scale output without the next backfill, training cycle, or desk.

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