Records Officer 1 (PIDG/RIM2)

Job Purpose

Under the direction of the Records Manager, the Records Officer 1 ensures the proper classification and filing of all correspondence (incoming and outgoing) processed by the Section, as well as the maintenance of an effective transit card system to locate files and facilitate the prompt retrieval of information required by departments. 

Key Responsibilities

Incoming Mail 

• Checks correspondence received from Supervisor for attachments; 
• Distributes mail to departments for further instruction; 
• Classifies and dockets papers and correspondence; 
• Sorts correspondence to be distributed to Departments in security boxes; 
• Refers new or unfamiliar subjects to Supervisor for guidance regarding the classification of such correspondence; 
• Opens new files where appropriate subject file does not exist; 
• Notifies Supervisor of instances where correspondence cannot be accounted for. 

Outgoing Mail 

• Ensures that departmental procedures and security instructions are observed in the processing of correspondence for dispatch; 
• Notifies Supervisor of any shortcoming in the system for the dispatch of mail; 
• Recommends strategies to improve operational efficiency. 

Filing System 

• Assumes direct responsibility for the safe custody of all files in the Open Unit; 
• Ensures that the transit card system is properly maintained, by periodically checking the records kept by staff in the Unit; 
• Reviews files to ensure that all correspondence is correctly classified and docketed; 
• Ensures that outstanding correspondence is dealt with before files are put away; 
• Guides staff in conducting research to locate documents required by Desk Officers from time to time. 

Others 

• Provides replies to routine queries, referred through supervisor, on issues concerning the operations of the Records Unit; 
• Any other duties assigned within the scope and training of the Officer. 

Required Knowledge, Skills and Competencies

• Good oral and written communication skills 
• Organizational awareness - general knowledge of the Ministry’s role and function 
• Sound knowledge of records management policies and procedures 
• Knowledge of modern office practices and procedures 
• Strong customer service orientation 
• Good interpersonal skills 
• Good organizing skills 
• Ability to work within a team 
• Knowledge of good record keeping techniques 
• Knowledge of modern office practices and decorum 
• Knowledge of basic computer software applications 
• Basic knowledge of records security /safe keeping 
• Knowledge of maintenance of filing database/system 

Minimum Required Qualification and Experience

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

Please note that only shortlisted applicants will be contacted.