Senior Records Officer

JOB PURPOSE

To direct and monitor the activities of the registry ensuring documents are properly classified and filed, administrative and taxpayer’s records are reviewed, shelved and retrieved; oversee the receipt and dispatch of mail as well as to approve the creation and closing of files. 

KEY OUTPUTS

• Administrative and Taxpayer’s Files created; 
• File Locator/and or Record Inventory System maintained; 
• Documents classified and files docketed; 
• Letters/Mail received and dispatched; 
• Records filed, reviewed and shelved; 
• Dispatch/Log Book and Charge-out Cards maintained; 
• Valuables logged and submitted; 
• Assigned locations monitored; 
• Reports prepared and submitted. 

KEY RESPONSIBILITY AREAS

Management and Administrative Duties 

• Assists in planning, coordinating and directing all the activities of the Unit; 
• Establishes and enforces standards and rules of professional conduct for staff within the Unit in order to maintain the highest degree of confidence in its integrity and efficiency; 
• Ensures staff is aware of and operates in accordance with all relevant laws and policies; 
• Maintains effective working relations with external and internal stakeholders, ensuring that the Unit provides a consistently high level of service. 

Technical and Professional Duties 

• Conduct site visits with Registrar; 
• Processing of external and internal mails; 
• Places tax returns, competence, collection and motor vehicle records on files in the correct order after carefully reading them to ensure they are appropriately classified;
• Sends taxpayer’s files for review and re-shelving; 
• Locates taxpayer’s files, licence plates, competence, motor vehicle records, collection records and tax returns requested by checking the Location Cards and/or the shelves, logging out in appropriate books and systems, and taking/sending them to the relevant Officers; 
• Ensures that all outgoing mails are dispatched and dispatch book signed by receiver;
• Minutes files to facilitate easy retrieval of documents; 
• Accepts and prepares memo to dispatch (waiver, closure & objections) to relevant offices; 
• Conducts Bi-weekly visit and overseas the RIM at all assigned locations;
• Maintains external registry (container); 
• Updates motor vehicle competence database; 
• Conducts periodical weeding of files; 
• Retrieves, records, files and issues licence plates on a daily basis. 
• Retrieves, records, files and issues Driver’s licence applications, competences and MVRCs upon request; 
• Clears unused or old files from other departments (Audit, Compliance, Accounts and Collections and Stamp duty) to be shredded/destroyed or to be filed; 
• Travels to outstation upon request by Registrar to maintain filing system inclusive of: Licence Plates, MVRC’s, Drivers Licence applications and to retrieve, record and shred/destroy old or unused files; 
• Creates cases on Rais (Taxpayer enquiry, Closure request, Objection request) for respective departments (Audit, Compliance, Taxpayer Service, Accounts and Collections), as required; 
• Assists Stamp Duty with file storage and file retrieval, as required; 
• Periodic cleaning (vacuuming of the filing rooms), sorting and re-arranging of files to create adequate spacing and removal of files that have gone beyond the retention period.
• Checks the manual and electronic index for reference numbers; 
• Creates and numbers files from the classification listings; 
• Locates/retrieves and dockets the files with correspondence in date order or by TRN; 
• Retrieves documents from appropriate files, photocopies, scans and emails documents on request; 
• Locates, records and dispatches files from the Registry when requisitioned by officers;
• Maintains Charge-out Cards to ensure the location of files are known at all times;
• Ensures that the files are properly and correctly stored when not in use;
• Maintains an index list and inventory of all files in the Registry; 
• Maintains a Dispatch/Log Book/Register; 
• Assists with queries on the telephone and walk-in customers; 
• Receives, logs and dispatches mail/letters; 
• Receives and dispatches both external and internal correspondence including copying and circulating memos/circulars; 
• Reviews all files that have been updated or returned to the Registry after completion of actions; 
• Prepares and submits monthly reports; 
• Identifies, monitors and escalates high priority issues from the front line, including emerging risks, to the relevant authorities; 
• Updates and submits the Enterprise Risk Management (ERM) Sub- risk Register for the Unit; 
• Performs other any related duties assigned by the Registrar. 

Human Resource Management Duties 

• Develops and manages the Unit’s HR plan that addresses staff requirements, and liaises with the Manager, Records; 
• Conducts periodical reviews of supervisees in accordance with the Work Plan; 
• Completes final performance assessments and recommends appropriate training and development programmes as necessary; 
• Provides leadership and guidance to the staff through objective setting, coaching, mentoring, training and providing assistance and support when needed;
• Initiates and participates in disciplinary proceedings relating to staff members within the Unit and implements corrective measures. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• New files are created according to established standards and within the agreed timeframe; 
• Correspondence are accurately classified, placed on the correct files in date order and the files properly docketed in accordance with the standards and within the stipulated timeframe; 
• All mail received is properly recorded and dispatched within the required timeframe; 
• Files are reviewed according to the guidelines and accurately shelved in the correct sequence; 
• Log book is accurately maintained and Charge-out Cards are correctly updated and taken off the files for despatch and replaced on files to be shelved; 
• All valuables received are recorded in the Value Book and relinquished in accordance with the Financial Administration and Audit (FAA) Act; 
• Accurate reports are prepared in the required format and submitted by the due date; Assigned locations monitored within agreed timeframe; 
• File Locator / and or Record Inventory System accurately maintained within agreed timeframe; 

AUTHORITY TO:

• Recall all files requested; 
• Return files to staff for completion or correction 
• Close and remove files from rack.

REQUIRED COMPETENCIES

Specific Knowledge 

• Comprehension knowledge of Records Management; 
• Knowledge of TAJ’s operations and functions; 
• Working knowledge of computer systems and the relevant applications; 

Required Skills and Specialised Techniques 

• Very good planning and organising skills; 
• Very good time management skill; 
• Very good communication and interpersonal skills; 
• Keen attention to details. 

Qualification and Experience 

• Associate Degree in Management Studies, Certificate in Public Administration or the equivalent education; 
• Certificate in Records Management; 
• Two (2) years related work experience. 

WORKING CONDITIONS

• Normal office environment; 
• Exposure to dust, mold and insects; 
• Expected to travel for duty; 
• Required to lift boxes and files; 
• Travelling 20%-30%