Records Officer 1 (PIDG/RIM 2)

Key Responsibilities

Management/Administrative Responsibilities 

• Participates in periodic reviews of mail operations to enhance processing systems and procedures for the Ministry’s mail. 
• Develops individual work plan aligned with the Branch’s operational plan. 
• Prepares monthly reports detailing file and mail activities. 

Technical/ Professional Responsibilities 

• Processes file and document requisitions from ministry personnel. 
• Ensures all files are complete and contain relevant enclosures. 
• Updates files, as necessary. 
• Retrieves and reshelves files in accordance with established procedures. 
• Manages the processing of incoming and outgoing correspondence and mail. 
• Recalls outstanding files. 
• Maintains an effective file-tracking system. 
• Conducts file inventory, as instructed. 
• Manages the Ministry's Value Book for tracking values received through the mail.
• Ensures that registered mail is processed in accordance with the FAA Act. 
• Collaborates with the Transport and Security Manager to establish a reliable system for mail delivery and pick up. 
• Maintains a computerized database to track dispatched mail that requires follow-up, ensuring appropriate actions are taken. 
• Keeps updated records of postage. 
• Keeps abreast of changes in the postal service regulations and practices. 

Required Knowledge, Skills and Competencies

Core 

• Excellent communication skills 
• Excellent interpersonal skills 
• Client-focused 
• Resourceful and reliable 
• Team and results oriented 

Technical 

• Exposure to established file management systems and procedures. 
• Working knowledge of central government's mail processing procedures. 
• Sound knowledge of established regulations such as, the FAA Act regarding the handling of registered mail and remittances received through the mail.

Minimum Required Education and Experience

• Four (4) GCE O'Level or CXC General Proficiency Level Passes including English Language and Mathematics. 
• Two (2) years working experience. 

Please note that only shortlisted applicants will be contacted.