FILING CLERK – POTRAZ 1196 views

JOB PURPOSE
The position exists to offer critical support to the Director General through correct filing and ensuring an effective flow of communication through up-to-date records management and ensuring that operational activities of the Director General’s office are carried out efficiently to promote a positive image of the company.
The position reports to the Personal Assistant to the Director General.

DUTIES AND RESPONSIBILITIES
⦁ Recommends a filing system in order to control the operating of files and the location of all files.
⦁ Liaises with the Personal Assistant to the Director General, the Executive Assistant to the Director General, the Director General’s Special Advisor, and the Staff Officer to the Director General.
⦁ Handles incoming and outgoing mail for the Director General’s Office to ensure that mail is filed properly.
⦁ Receives and diarises all requests for files from the Director General’s office, for record keeping and circulation to other Departments.
⦁ Advises the Personal Assistant of any changes on diarised file requests.
⦁ Retrieves all necessary documents needed by Management for workshops, and meetings and makes sure the agenda is readily available and circulated in time.
⦁ Assists in dispatching workshop registration forms for Director General.
⦁ Ensures confidential information is stored safely, and for future reference.
⦁ Dispatches confidential information to designated individuals to ensure effective communication within the Authority.
⦁ Photocopies confidential documents for safekeeping for future reference and use by relevant personnel.
⦁ Destroys confidential documents to maintain security.
⦁ Binds documents for storage and safekeeping.
⦁ Searches for the information requested by the Director General on the internet to keep abreast with information in the operating environment for use in making informed decisions
⦁ Coordinates and implements the filing system in the office
⦁ Destroys or archives files that may be outdated.
⦁ Monitors the mark-out system of all files to ensure the easy location of files so as to ensure work is executed effectively.

QUALIFICATIONS AND EXPERIENCE
⦁ Diploma in Records Management.
⦁ A relevant degree is an added advantage.
⦁ 5″O*Level passes including Maths and English.
⦁ At least 5 years of hands-on experience.

CHARACTERISTICS AND SKILLS
⦁ Great attention to detail.
⦁ Good interpersonal and communication skills.
⦁ High level of conceptual and analytical skills.
⦁ Unquestionable integrity.
⦁ High proficiency in computers.
REMUNERATION
POTRAZ offers an attractive remuneration package that is commensurate with qualifications and experience.