Records Officer 1 (PIDG/RIM 2)

Summary

Under the general direction of the Manager, Recruitment & Employee Services, the Records Officer 1 is responsible for maintaining an effective and efficient records management system, ensuring information and records are accessible in a timely, accurate, safe and cost-effective manner. 💰Salary Range: $1,711,060 - $2,301,186 per annum.

Responsibilities

• To maintain the records and documents relating to the work of the Branch.:

  • • Records all documents and correspondence received and dispatched daily;
  • • Implements and maintains an up-to-date records system;
  • • Prepares files with relevant information as requested by officers;
  • • Secures and maintains confidential files and ensures adherence to security procedures;
  • • Pulls files periodically, files and archives or destroys expired files, as instructed;
  • • Retrieves files upon receipt of a duly authorized request;
  • • Updates data entry and scanning of files;
  • • Stamps and records correspondences daily upon receipt;
  • • Dispatches incoming mails to the relevant personnel after recording and sorting;
  • • Ensures the proper recording of incoming and outgoing mails;
  • • Develops an electronic database system for records;
  • • Assists with preparation of files for the onboarding process;
  • • Obtains copies of amendments to Circulars, Gazettes and Acts from the Printing Office or other agencies as requested by the Manager, Recruitment and Employee Service;
  • • Maintains records of amendments to laws and procedures to facilitate the Recruitment & Employee Services Unit; ➢ Recording and distributing same to the relevant persons; ➢ Filing additional copy in sequence for future use.
• To ensure that all requests for information/documents are delivered within the time and manner specified.:

  • • Controls and monitors the movement of incoming and outgoing files;
  • • Records file name, date of receipt/issue and person/unit in receipt or requesting storage;
  • • Establishes time frames for the return of files;
  • • Maintains a first in first out basis when dealing with requests;
  • • Classifies and places correspondence in index files.
• To ensure proper storage and retrieval of documents.:

  • • Maintains a computerized index list and inventory of all files in accordance with established standards;
  • • Creates a database for all files in the Registry;
  • • Compiles a list of closed files, noting date of closure and content;
  • • Ensures files are properly stored and labelled.
• To perform other administrative duties.:

  • • Assists with the recruitment process, by contacting applicants and interview panellist;
  • • Sets up schedules for assessments and interviews;
  • • Prepares and dispatches interview package to panellists;
  • • Provides photocopying, shredding and other support services to staff;
  • • Performs any related duties as assigned from time to time.

Required Knowledge, Skills and Competencies

• Core:

  • • Flexibility & Adaptability
  • • Problem Solving & Critical Thinking
  • • Stewardship Responsibility & Accountability
  • • Communication
  • • Teamwork
  • • Emotional Intelligence
  • • Relationship Building & Networking
  • • Innovative Thinking
  • • Results-Oriented
  • • Change Leadership
  • • Strategic Thinking
  • • Team Leadership
• Knowledge:

  • • Knowledge of Records and Archives Act;
  • • Working knowledge of Government records and management procedures;
  • • Working knowledge of the Department’s practices and procedures;
  • • Working knowledge of the relevant computer system and applications.

Preferred Qualifications

• ★ 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

Additional Information and Instructions