Records Officer 1 (PIDG/RIM 2)

Summary

Under the supervision of the Principal Director, the Records Officer provides support in the execution of mail and records management functions for the efficient and effective operations of the Permanent Secretary’s Office. The Records Officer will also conduct research to support the provision of information under the Access to Information Act. 💰Salary: $1,711,060 - $2,301,186 JMD per annum.

Responsibilities

• • Processes incoming requests, conducts research and provides information in relation to activities performed;
• • Provides support with the maintenance of Bring Up requests to ensure files are delivered;
• • Provides support with the maintenance of the Charge Out system and follows-up on outstanding loans;
• • Inspects files to ensure they are up to date; and established procedures are adhered to in processing the records;
• • Monitors the decentralized File Stations to ensure their compliance with established procedures and approved records management practices;
• • Undertakes data entry and scanning of records;
• • Maintains ongoing inventory of files (creates new files as required);
• • Implements Retention/Disposal schedule provisions to records, and assists with the processing of files for transfer to the Jamaica Archives and Records Department;
• • Participates in the annual Records Survey exercise and the setting of Retention/Disposal schedules.
• • Updates the records database;
• • Sorts, classifies, indexes and files correspondence on appropriate file;
• • Prepares correspondence for cross referencing, where necessary;
• • Monitors daily clearance of the internal and external mailboxes and the processing of mail;
• • Processes incoming and outgoing mails in accordance with established procedures.
• • Processes special and/or complex mail including registered and classified mail, and mail sent by courier and Jamaican Diplomatic Bag.
• • Provides information on the procedures for accessing information, and assists customers in completing application forms.
• • Processes applications and prepares documents for inspection and purchase.
• • Prepares reports as directed/required;
• • Performs other related duties that may be assigned from time to time.

Required Skills

• Core:

  • • Integrity and confidentiality
  • • Good interpersonal and customer relations skills;
  • • Good oral and written communication skills;
  • • Good planning and organizing skills;

• Technical:

  • • Good research and analytical skills;
  • • Good judgement and problem-solving skills;
  • • Keen attention to details
  • • Knowledge of the operations of the Ministry;
  • • Knowledge of records management and research methodologies/techniques;
  • • Knowledge of office practices and procedures;
  • • Knowledge of the Archives Act, Access to Information Act, ISO 15489, FAA Act and other regulations;
  • • Proficient in the use of related computer applications, Microsoft Office Suite (Word, Excel, PowerPoint) and records management systems.

Qualifications

• • Four (4) CXC/GCE O ’Level subjects including English Language and a numeracy subject;
• • Training in Records Management
• • At least two (2) years’ work experience in records management

Additional Information and Instructions

• • Required to work beyond normal work hours and weekends, whenever the need arises;
• • Lifting of heavy file boxes from shelves to locate files

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 Officer 1 (PIDG/RIM 2) ⚠️ Note: Only shortlisted applicants will be contacted.

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