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Records Clerk (PIDG/RIM 1) - (Kingston, Jamaica) - ODPEM

The island's disaster management agency is seeking an individual to join its team in the capacity of:

Records Clerk (PIDG/RIM 1)

Salary scale: $539,000 - $640, 713 per annum

Main role and core functions:

This position under the direct supervision of the Records Officer II, is responsible for supporting the Records Management function within the organization. 

Responsibilities include: 

• Preparing outgoing correspondence for dispatch to various organizations
• Regular updating of minute sheets
• Circulating circulars, newsletters and publications to staff as directed
• Assist with the booking of conference and meting rooms
• Daily entering of information into the Electronic Document Management Systems (EDMS)
• Routing of incoming correspondence to the relevant personnel via the EDMS
• All incoming and outgoing correspondence scanned and cataloguied on the EDMS
• Assist in the opening of the new files where necessary and entering the file name in the Registry Filing Catalogue
• Monthly updating of database for Partners and Suppliers
• Provide message logging service during the activation of Emergency Operation Centre (EOC)
• Act as the main relief Telephone Operator on a dailyt basis
• Logging of files' name, number and returndate as well as requesting officer in the files' distribution log book
• Monitor the use and return of files to the Registry

Core Competencies:

• Communications Skills: Must be able to communicate with staff at all levels
• Customer Service: Must demonstrate high standard of servie and delivery to meet the customer's expectations
• Team Work and Cooperation: Must display a willingness to participate and work cooperatively with others in the pursuit of team goals
• Integrity: Must demonstrate sound ethical standards showing consistency with values and attitudes geared towards the building of trust and credibility
• Compliance: Must be able to comply with organizational and regulators' policies and procedures
• Planning and organizational skills: Must continuously display a high level of discipline with an organized approach to work

Functional Competencies:

• Records Mnanagement skills: Must be able to update correspondence on minute sheet and on the file minute sheet
• Use of Technology: EDMS, Microsoft Suite, Databse: Must be able to electronically log and dispatch files to officers. Open new files on DocuShare database
• Report Writing Skills: Must be able to prepare minutes and generate monthly reports.

Minimum Qualifications and Experience:

• Incumbent should possess three (3) CXC/GCE O level subjects or its equivalent including English Language
• Have formal training in office methods and procedures
• Have completed a course in Records Management
• At least three (3) years experience in similar capacity.

Please apply in writing along with detailed resume no later than February 27, 2018 to the:

Director of Human Resource Management

ODPEM

12 Camp Road,

Kingston 4.

We thank all applicants, however only shortlisted candidates will be contacted.

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