Records Officer

KEY OUTPUTS

• Files, shelved, located and maintained; 
• Documents sorted, batched, logged and dispatched/uploaded; 
• Documents vetted, processed and filed; 
• Document search conducted; 
• System updated; 
• Queries addressed; 
• Reports prepared and submitted. 

KEY RESPONSIBILITY AREAS

Technical and Professional Duties 

• Locates files for which documents are classified and sends for review; 
• Re-shelves files at the correct place after review; 
• Places documents on files in date order after careful examination to ensure they are appropriately classified; 
• Sorts, batches, logs and dispatches documents/TRN cards to other locations upon request; 
• Creates and completes renewal of driver’s licence work item on RAIS, as required;
• Uploads all GCT and TCC application form to RAIS; 
• Vets and processes all assigned Taxpayer Service transactions (TRN Registration, Tax Compliance, Zero Rating Certificate Application, Motor Vehicle Transactions and Drivers Licence); 
• Creates and maintains files, ensuring the documents are properly docketed and affixed, the jackets are presentable and appropriately labelled; 
• Assists in identifying cases of duplicate records in the filing system and consolidate files; 
• Closes voluminous files where appropriate and opens new volumes ensuring the jackets are appropriately labelled; 
• Assists in identifying for archiving, files which have become inactive in accordance with the Authority’s retention policies; 
• Maintains customer service standard by acknowledging and responding to customers queries and conducts banking hall activities as required; 
• Conducts searches for all motor vehicle and drivers licence document request as required; Prepares reports and submits to Manager; 
• Supports the identification and management of risks within the organization and by extension the respective area of work; 
• Performs any other related duties assigned by the Manager, Taxpayer Service. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• The files are retrieved from the shelves or located where they are and sent to, or Officers advised of their whereabouts within the specified time; 
• Documents are logged, sorted, dispatched and appropriately placed on the correct files; 
• All the files are kept in order with documents properly attached and the jackets correctly labelled and in good condition; 
• All the off shelf files are correctly re-shelved as scheduled; 
• Document searches for all motor vehicle and drivers licence documents requested are conducted within agreed timeframe and according to established guidelines; 
• Documents are vetted, processed and filed within agreed timeframe; 
• Customer service standards are maintained according to established guidelines;
• System is updated within the agreed timeframe;
• Accurate reports are prepared and submitted within the agreed timeframe; 

AUTHORITY TO:

• Remove enclosure and place on the correct files; 
• Recall files from Officers; 
• Close oversized files and open new volume; 
• Access to taxpayer’s record/information 

REQUIRED COMPETENCIES

Specific Knowledge 

• Very good knowledge of Records Management; 
• Knowledge of computer applications (e.g Microsoft Word and Excel);
• Knowledge of the operations, functions and systems of Tax Administration Jamaica;
• Knowledge of the Authority’s Code of Conduct; 

Required Skills and Specialised Techniques 

• Good communication, interpersonal and team skills; 
• Good time management and organizing skills;
• Keen attention to details. 

Qualification and Experience 

• Associate Degree in Business Management or equivalent qualification;
• Certificate in Records Management; 
• One (1) year work related experience would be an asset. 

WORKING CONDITIONS

• Normal office environment; 
• Lifting of heavy boxes required;

While we thank all applicants for their interest, only short-listed candidates will be contacted.