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Records Officer 1 (PIDG/RIM 2)

Date Posted
5th February 2018
Library & Records Management
Job Type
Not Disclosed

Job Summary

Applications are invited from suitably qualified candidates to fill the vacant post of Records Officer 1 in the Human Resource Management and Administration Department, Office of the Director of Public Prosecutions.

Job Description

Job Purpose
Under the direction of the Director, Human Resource Management and Administration, the Records Officer is responsible for providing records support and clerical functions in relation to the integration of records, the management of mail, and the provision of information retrieval services. These tasks are carried out in accordance with the Government of Jamaica regulations and generally accepted ethical practices.

File/Document Management

  • Processes and maintains records in accordance with the established file management procedures as set out in the Records Management Manual;
  • Sorts, classifies/codes, indexes, logs, cross references and files correspondence, reports and related documents on appropriate files in alphabetical, chronological or alphanumeric order as appropriate;
  • Encloses correspondence on files and prepare Minute Sheets;
  • Opens new files as requested.  Labels file jackets appropriately;
  • Records requests for Bring Up (BU) files in the appropriate register;
  • Logs files taken out and sends them to the relevant officers;
  • Locates files for officers as requested. Records the titles and names of officers who have files in the appropriate manual or automated register;
  • Completes manual or automated File Recall Forms to remind users of overdue files and follows-up to ensure they are returned;
  • Maintains files by periodically inspecting them to ensure they are up-to-date and correctly classified according to established procedures;
  • Ensures that records bear the same file numbers as the relevant file jackets, all records are in chronological or alphabetical or alphanumeric order, only one copy of each record is on the file, all records and files are in satisfactory physical condition and accounted for;
  • Makes photocopies of records destined for more than one file. Notes on the original and each copy, the numbers of all the files on which each record is placed;
  • Removes inactive files and takes them to the relevant filing area for disposition;
  • Assists with the ongoing inventory and audit of files in accordance with established procedures;
  • Assists with administering Records Retention Schedules and prepares files for disposal as instructed;
  • Compiles statistics and reports on activities within records services;
  • Photocopies, collates, binds and staples documents as requested;
  • Maintains manual records and/or electronic databases appropriate to the various records, reports and documents;
  • Carries out other duties that may be assigned from time to time.

Mail Management

  • Processes and dispatches correspondence in accordance with the established Mail Management procedures as set out in the Records Management Manual;
  • Sorts outgoing mail, ensures addresses are clearly written and understood to promote speedy delivery;
  • Enters information in the Mail Delivery book and prepares mail for dispatch;
  • Ensures that outgoing mail for dispatch by hand is collected by the Messenger/Driver as scheduled;
  • Prepares overseas mail for dispatch according to content restrictions, customs information, packaging requirements, size and weight limitations;
  • Opens, date-stamps, classifies and processes incoming official mail and enter information manually or in an automated mail/document tracking system;
  • Scrutinises opened mail to detect breaches of security and reports these infractions to the supervisor;
  • Routes letters to the appropriate Officers and ensures the speedy distribution of items. Makes deliveries to offices, if necessary

Required Knowledge, Skills and Competencies

  • Knowledge of Records Management policies and procedures
  • Computer literate with knowledge of Microsoft Office Suite and any related software programmes
  • Excellent interpersonal and oral and written communication skills
  • Attention to detail and accuracy
  • Good organizational skills
  • Good customer service skills. Ability to foster and maintain working relationships with all levels of persons in the Organization
  • Retentive memory
  • Ability to plan work and organize time efficiently
  • Good hand-eye coordination
  • Dependability and punctuality
  • Ability to use standard office equipment
  • Is flexible, resourceful, results-oriented and motivated
  • High ethical conduct and demonstrated integrity with strong customer service orientation

Minimum Required Qualification and Experience

  • Graduation from a Secondary institution with four (4) subjects at the CXC or GCE ‘O’ Level, including English Language and numeric subject plus a minimum of three to four (3-4) years’ experience at the Level 1 or an equivalent academic training and experience.

Salary range: $640,392 - $761,225 per annum

Please note that only shortlisted applicants will be contacted.

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