Records Officer (Level 2) - Commissioner General’s Office - Kingston

Summary

To maintain and secure taxpayer records, provide quick and easy retrieval of documents and files, batch and dispatch documents as well as to update system as required, conduct document search and address queries. 💰Salary: $1,771,060 - $2,301,185 JMD per annum

Responsibilities

• 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.

• 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.

• 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;

Required Skills

• 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.

Qualifications

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

Additional Information and Instructions

• Working Conditions:

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

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: Records Officer (Level 2) - Commissioner General’s Office - Kingston 📜 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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