Records Officers x 3

Specification
File Maintenance
File records in accordance with the file plan and according to the SACAA Records Management procedure.
Opening and closing of master files.
Ensure no duplicate files are created on the master file plane
Repair damaged files.
Maintain the file control register
Monitor the file movement
Monitor file size and activity

Customer Service
Provide customer service at the counter
Issuing and receiving of files to and from SACAA staff
Liaise with clients on delayed issuing

Interact with users to ensure their requirements are met

Record Management
file company records on correct files
Auditing of files on return to ensure all documents are returned.
Accurately maintain and update files
Keep record management are clean
Assist in implementation of records management projects

Safety and Security of files
Protect files against theft, loss and damage
Tracking and tracing of misplaced files.
Collecting outstanding files from staff.
Monitor the number of file loans per staff member

Registry Database
Updating the correct information in the database.
Issue and return files on the system.
Index the records.

Incoming Mail Management
Receipt and sorting mails.
Opening of incoming, priority and registered mail.
Management and control of remittance register.
(Cheques and monies).
Delivery of mails to relevant departments.

Outgoing Mail Management
Receipt of sorting of outgoing mail.
Ensure that the franking machines are loaded with sufficient funds.
Ensure that the franking machine is serviceable
(Service maintenance).
Franking of mails
Tracking and tracing of outgoing mail.
Monitoring and feedback to the department on return mail.
Identify files eligible for archiving.
Indexing, labelling and recording of boxes for off side storage.

Archiving of Files (off site storage)
Retrieval of files from offsite storage for disposals once retention period has expired.
Retrival of files from offsite storage on request
(i.e.investigations etc)
Identify files eligible for archiving and process as per the archiving procedure.



Requirements
Grade 12

Ideal qualification Diploma in Records and Archives

Records Officer experience2 Year(s)

Job ID : , #1489, 1,120 views,

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