Manager, Electronic Records (Level 6) - Kingston

Summary

To manage the electronic records management systems; provide support to all end users of the various e-Records systems; oversee the management of the document imaging process; manage database for all electronic records; develop records and information management systems tailored for TAJ’s functions and operations. 💰Salary: $6,333,301– 8,517,585 JMD per annum

Responsibilities

• Managerial and Administrative Duties:

  • • Prepares and implements Work Plan for the Section;
  • • Manages and monitors the performance of the Section;
  • • Prepares the monthly Performance Reports for submission;
  • • Establishes and enforces standards and rules of professional conduct for staff within the Section 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, policies;
  • • Maintains effective working relations with external and internal stakeholders, ensuring that the Section provides a consistently high level of service.

• Technical and Professional Duties:

  • • Checks, verifies and calculates the uptime of all e-records systems and ensures that there is connectivity for all users;
  • • Liaises with IT for the creation, deletion and deactivation of user accounts;
  • • Manages the ports and rights for individuals to access records from different sources;
  • • Manages and updates the database for all e-records through timely checks and monitoring of information sent to the relevant portals to be recorded;
  • • Tests the technical soundness and viability of all records management systems;
  • • Assists with the development, management and streamlining of the document imaging process across TAJ;
  • • Consults with departments in relation to document imaging matters, including establishing index criteria and standards;
  • • Monitors and addresses any problems/queries relating to the systems;
  • • Flags users from gaining access to potent information and misuse of the systems;
  • • Keeps track of all existing records in the system;
  • • Manages all records that must be filtered and filed within the e-records system;
  • • Monitors the versioning process for all documents produced and recorded within the organisation;
  • • Maintains integrity of the system by giving access to ‘power users’ only;
  • • 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;
  • • Safeguards all information on the various e-records systems;

• Human Resource Responsibilities:

  • • Ensures that staff is aware of and adhere to the policies, procedures and regulations of the Division;
  • • Provides guidance to staff through coaching, mentoring and training;
  • • Provides leadership to staff through job enrichment strategies;
  • • Conducts performance appraisal of staff, identifying training and developmental needs;
  • • Recommends vacation leave and approves sick/departmental leave for staff;
  • • Recommends or takes disciplinary action when necessary.

• This job is satisfactorily performed when:

  • • E-Records and Information Management systems are monitored daily;
  • • User privileges are assigned as the need arises;
  • • E-Records systems developed and implemented;
  • • E-Records are maintained and updated daily;
  • • Queries are addressed within 24hrs of receipt;
  • • Performance appraisals are prepared and submitted within the scheduled timeframe;
  • • Site visits are conducted at least once per month;
  • • Reports are accurately prepared and submitted monthly.

Required Skills

• Specific Knowledge:

  • • Expert knowledge in the use of Microsoft Office Suite;
  • • Comprehensive knowledge of TAJ’s operation, functions and Code of Conduct;
  • • Comprehensive knowledge of database management;
  • • Good knowledge of Records Management;
  • • Knowledge of microfilming, imaging, and records/information storage processes;

• Required Skills and Specialised Techniques:

  • • Excellent communication and interpersonal skills;
  • • Excellent organising skill;
  • • Strong team player and ability to solve complex problems;
  • • Good decision making and analytical skills;

Qualifications

• • BSc. Degree in Public Sector Management or Management Information System;
• • Certificate in Records Management;
• • Four (4) years work related experience.

Additional Information and Instructions

• Working Conditions:

  • • Normal office environment;
  • • Travel, at least 30%.

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: Manager, Electronic Records (Level 6) - 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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