Records Officer (Level 2) - Large Taxpayer Office (Montego Bay)

Summary

To maintain and secure internal and/or taxpayer records, providing quick and easy retrieval of documents, files and surrendered plates; checks and batches records, update logbooks and or electronic database, as well as complete assigned activities from the Taxpayer Service Unit. 💰Salary: $1,771,060 - 2,301,185 JMD per annum

Responsibilities

• • Receives and sorts all competencies, provisional and driver’s licence application forms and other records received;
• • Places documents on files in date order after careful examination to ensure they are appropriately classified;
• • Updates electronic database with data for all files and records to include competencies and surrendered license plates;
• • Updates and maintains relevant logbooks with information and secures signatures of records dispatched;
• • Conducts search for surrendered plates, competence certificates, motor vehicle registration certificates (MVRCs) and other records upon request;
• • Retrieves and dispatches all MVRCs, motor vehicle application forms and competency documents;
• • Retrieves files, documents and other records requested by checking either RAIS, relevant logbooks or the labels on the shelves then takes /sends them to the relevant officers;
• • Updates and maintains an inventory of MVRCs by capturing the batch number series, issue and expiry date;
• • Retrieves and dispatches all files as requested;
• • Re-shelves files, competencies and other records at the correct place after review by stakeholder;
• • Secures records and ensures that only authorised personnel enters the filing room as required;
• • Maintains files, ensuring the documents are properly attached/secured and the jackets are presentable and appropriately labelled;
• • Assists in identifying for archiving, files which have become inactive in accordance with the Authority’s retention policies;
• • Closes voluminous files where appropriate and opens new volumes ensuring the jackets are appropriately labelled;
• • Responds to requests for records and addresses other queries in adherence to Standard Operating Procedure (SOP);
• • Liaises with the Manager and other Units as it relates to records received as necessary;
• • Assists in logging and issuing incoming mail and dispatches outgoing mail as required;
• • Ensures filing room is locked and keys secured;
• • Scans documents/and or applications to relevant system as required (e.g. ECM);
• • Assists in conducting floor walking and issues relevant forms;
• • Assists in updating Motor Vehicle Title Tracking System (MVTTS) with titles received;
• • Assists with the updating of Driver’s Licence work item in RAIS;
• • Receives, logs and stores relevant reports in the filing room;
• • Prepares and submits monthly reports;
• • Supports the identification of risks within the organization and by extension the respective area of work;
• • Performs any other related duties assigned by the Manager, Taxpayer Service and/or Senior Manager, Collector of Taxes.

• This job is satisfactorily performed when:

  • • Logbooks and electronic database is updated with all records according to operating standard procedures and within set timeframe;
  • • Records checked, batched, filed and secured according to established standards and within set timeframe;
  • • Documents are placed on the correct files, in date order where necessary and logged;
  • • 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;
  • • Assigned functional area activities completed within standard timeframe and established operating standards;
  • • Surrendered license plates stored, retrieved and dispatched within standard time;
  • • Reports accurately prepared and submitted by due dates.

Required Skills

• Specific Knowledge:

  • • Very good knowledge of Records Management;
  • • Knowledge of Microsoft Office suites;
  • • Knowledge of the operations, functions and systems of Tax Administration Jamaica;
  • • Knowledge of the TAJ’s Code of Conduct;

• Required Skills and Specialised Techniques:

  • • Good communication, interpersonal and team skills;
  • • Good time management and organizing skills;
  • • Good customer service skills;
  • • Keen attention to details.

Qualifications

• • Associate Degree in Business Management, Diploma, Cape (Level 1 & 2) or equivalentqualification;
• • Certificate in Records Management (e.g. NCTVET);
• • One (1) year work related experience would be an asset.

Additional Information and Instructions

• Working Conditions:

  • • Normal office environment;
  • • Exposure to dust particles;
  • • Heavy lifting may be 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) - Large Taxpayer Office (Montego Bay) 📜 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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