Clerk II (Processing Unit)

DUTIES AND RESPONSIBILITIES:

The position of Clerk II (Processing Unit) is required to perform a variety of tasks including but not limited to the following: 

• Data Checks – Cross check and verify data keyed on system for accuracy, deficiencies, omissions or errors and make necessary corrections; 
• Pay keen attention to application details and input data correctly; 
• Data Entry – Enter and update applications details accurately in all systems;
• Process applications and documentation in a timely manner, following the proper workflow and guidelines in all systems with accuracy; 
• Send timely responses to applicants on the status of their application (inclusive of but not limited to applicants’ queries, documentation, emails, letters, placement examination information (etc. written and verbal); 
• Obtain further information to complete application record in all systems, liaise with and follow-up with applicants, staff, and academic units, to collect outstanding information/documentation; 
• Perform other data processing activities such as system file closure and notations;
• Scan, upload and download applicants’ relevant documentation to systems (inclusive of but not limited to Period of Candidacy letter (POCE), Transfer of Credit (TOC) letter, 50% Policy letter, Acceptance letters, transcript etc.); 
• Ensure transfer of credit and 50% Policy requests are submitted for applicants in a timely manner (including transcripts and course outlines together); 
• Generate reports on an as needed basis (i.e., spreadsheet(s) for applicants processed, annual report, etc.); 
• Assist with I.D. Card Processing; 
• Assist with incoming calls, visitors, emails and dissemination of information when required.

KNOWLEDGE, SKILLS & ABILITIES:

• Efficient work management skills including planning, organizing and prioritizing workload; 
• Effective communication and customer service skills (oral and written included) and the ability to listen and follow instructions correctly; 
• Be able to work independently with minimalsupervision; 
• Ability to work under pressure and maintain performance and work standards under stress; 
• Confidentiality – maintain applicants’ confidence and protect operations;
• Attention to detail and accuracy, including closely monitoring all aspects of the job and continually checking processes and tasks; 
• Experience with MS Office Excel and Wordprogrammes; 
• Ability to multitask; 
• Must be able to work overtime when the need arises; 
• Be a Team player (contribute to team effort by accomplishing related results as needed).

QUALIFICATIONS:

• Office Assistant’s Certificate, OR approved equivalent as for CSS-1, AND five (5) years relevant work experience.