Registrar (Level 4) - St. Andrew

Summary

To coordinate, manage and maintain a comprehensive, effective and efficient records management system; enforce procedures to be adhered to and safeguard manual and electronic records in the registry. 💰Salary: $4,266,270 – 5,737,659 JMD per annum

Responsibilities

• Management and Administrative Duties:

  • • Plans, coordinates and directs all the activities of the Registry;
  • • 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:

  • • Examines the current records management system and procedures and recommends changes where necessary;
  • • Participates in the development and implementation of policies and procedures for the recording, indexing, filing, and retrieval of active and inactive records;
  • • Maintains the records management system in TAJ by sorting, filing and effecting the disposition (shredding) of redundant files where applicable;
  • • Conducts needs assessments to identify records management requirements of the Unit;
  • • Assists with the inventory of files and the development of records retention schedules;
  • • Recommends files to be archived or destroyed according to the Authority’s Records Retention Policy;
  • • Supervises the receipt and distribution of incoming mail/correspondence;
  • • Manages the process of recording valuables received;
  • • Classifies documents for filing and creates new files where necessary;
  • • Indexes new files and classifications in electronic and/or manual systems;
  • • Assigns classified documents to the appropriate Officer for filing;
  • • Implements and coordinates the “Bring-up” service as well as the delivery and retrieval of files;
  • • Manages the dispatch of outgoing correspondence to the mail room;
  • • Oversees the reviewing, sorting and filing of document to include competencies, waivers and objection letters;
  • • Prepares and manages the schedule for the shelving of files after the “review” process has been completed;
  • • Coordinates the duties of the records management staff, providing guidance and direction on proper records management practices and procedures;
  • • Conducts monthly and/or weekly site visit to the RSC and respective satellites and business offices.to manage RIM operation on location;
  • • Retrieves, records, files and issues licence plates on a daily basis, as required;
  • • Assists Stamp Duty and Transfer Tax Unit with file storage and file retrieval, where applicable;
  • • Prepares mail management plans for RSC and satellites on a weekly basis, where applicable;
  • • Retrieves, records, files and issues Driver’s licence applications, competences and MVRCs upon request, where applicable.
  • • Clears unused or old files from other Units (Audit, Compliance, Accounts and Collections and Stamp duty) to be shredded/destroyed or to be filed, where applicable;
  • • Creates cases on RAIS (taxpayer enquiry, closure request, objection request) for respective Units s (Audit, Compliance, Taxpayer Service, Accounts and Collections), where applicable;
  • • Updates and submits the Enterprise Risk Management (ERM) Sub-risk Register for the Unit;
  • • Performs other related duties assigned by the Manager, Records.
  • • Prepares and submits monthly performance report;

• Human Resource 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.

• This job is satisfactorily performed when:

  • • The records management system is constantly updated;
  • • Documents are appropriately and accurately classified and assigned to the relevant officers for filing;
  • • The records inventory system is updated with cases of new, closed or inactive files as the need arises;
  • • Procedures and policies are reviewed and enforced as the need arise;
  • • The shelving of files is assigned and enforced according to the schedule;
  • • File recall exercise is conducted within agreed timeframe;
  • • Surrendered plates are recorded, stored and retrieved according to stipulated guidelines;
  • • Assigned locations are managed in accordance with stipulated guidelines;
  • • Research is conducted within the agreed timeframe and accurate information provided;
  • • Human resource policies and procedures are administered equitably and without discrimination;
  • • Accurate reports are prepared in the stipulated format and submitted within the agreed timeframe.

Required Skills

• Specific Knowledge:

  • • Comprehensive 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:

  • • Excellent organising and time management skills;
  • • Excellent communication; interpersonal and team skills;
  • • Excellent decision making and problem solving skills;
  • • Keen attention to details.

Qualifications

• • BSc. in Business Administration or equivalent; (for further discussion)
• • Certificate in Records Management;
• • At least three (3) years’ work related experience.

Additional Information and Instructions

• Working Conditions:

  • • Normal office environment;
  • • Exposure to, mould and insects;
  • • Heavy-lifting may be required;
  • • 20-30% travel;

Applications with resumes should be submitted no later than Thursday, July 3, 2025 to: The Recruitment Officer Tax Administration Jamaica Donald Sangster Building (5th Floor), 116 East Street Kingston 4 ✉️ Email: taj-jobs@taj.gov.jm ℹ️ Subject Should Include: Registrar (Level 4) - St. Andrew 📜 N.B. Please include the job title in the subject line of your email. While we thank all applicants for their interest, only short-listed candidates will be contacted.

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