Records Clerk (PIDG/RIM 1)

Summary

Under the supervision of the Registrar, the Records Clerk provides support to the Documentation Information and Access Services Unit with the processing of mail, filing and information retrieval, and the provision of information under the Access to Information Act. 💰Salary: $1,439,455 - $1,935,907 JMD per annum.

Responsibilities

• Processing Mail:

  • • Sorts outgoing mail into delivery zones;
  • • Records mail in outgoing mail delivery books and prepares them for dispatch;
  • • Processes incoming mail by date stamping, sorting and recording in relevant books;
  • • Checks delivery books to ensure delivery of mail;

• Access to Information:

  • • Receives and logs telephone enquiries;
  • • Assists customers in completing application forms;
  • • Assists with the preparation of documents for inspection and purchase.

• File Management:

  • • Sorts, classifies indexes and files correspondence on appropriate files;
  • • Prepares correspondence for cross referencing;
  • • Opens new files;
  • • Processes requests for loan of files;
  • • Records requests for ‘Bring Up’ in appropriate register, checks files taken out and submits to relevant officer; follows up to ensure files are returned.
  • • Inspects files to ensure that they are up to date; removes unnecessary documents; removes inactive files and takes them to the relevant filing areas;
  • • Conducts inventory of files; updates the records database;
  • • Assists with the processing of files for Retention/Disposal;
  • • Participates in the annual Ministry-wide Inventory and audit exercise; participates in the annual Record Survey exercise;
  • • Processes telephone and other bills;
  • • Performs other related duties that may from time to time be assigned.

Required Skills

• • Integrity/Confidientiality
• • Good oral and written communication skills;
• • Good judgement and decision-making skills;
• • Good planning and organising skills;
• • Good interpersonal and customer service skills;
• • Knowledge of the operations of Government
• • Knowledge of Records Management practices and procedures;
• • Working knowledge of the Archives Act, Access to Information Act,
• • Proficient in the use of computer applications especially Microsoft Office Suite (Word, Excel);

Qualifications

• • Four (4) subjects at the CXC or GCE O’Level including English Language and a numeracy subject;

Additional Information and Instructions

• • Graduated from a Secondary Institution with four (4) CXC or GCE ‘O’ Level subjects including English Language and a numeric subject, plus on-the-job training in Records and Information Management.

Applications accompanied by résumés should be submitted no later than Wednesday, 23rd July, 2025 to: Senior Director Human Resource Development and Management Office of the Prime Minister 1 Devon Road Kingston 10 ✉️ Email: jobs@opm.gov.jm ℹ️ Subject: Records Clerk (PIDG/RIM 1) ⚠️ Note: Only shortlisted applicants will be contacted.

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