Registry Clerk Jobs

• Salary: Task Grade 5 of category 1 Municipality

Requirements

• Grade 12 certificate.
• Diploma in Public Management or equivalent.
• 1-2 years of experience in a related field.
• Ability to work under pressure and meet deadlines. Must be computer literate.
• Strong integrity and honesty.

Key Performance Areas

• The role involves preparing incoming and outgoing correspondence for distribution, marking and checking file numbers.
• Preparing resolutions from council committees and other documents for filing in the correct files and folders.
• Filing documents in subject, sundry, and erf files.
• Closing files and starting new volumes by preparing new file covers.
• Marking erf files for relevant officials and ensuring files are signed off. Handling confidential files and documents.
• Checking previous correspondence to ensure correct filing and avoid duplicates.
• Placing documents on relevant files and assigning serial numbers.
• Opening incoming mail and sorting it into categories such as cheques, letters, private mail, and invoices.
• Stamping private mail, recording it on the computer, and returning it to the post office.
• Assisting with inquiries about files, including electronic and phone requests.
• Updating and opening consolidated erf files.
• Ensuring records are filed in systems that allow quick retrieval and follow retention and disposal rules. Separating closed volumes, current, and terminated records.
• Filing council committee minutes in a secure place.
• Maintaining records according to Archives Services procedures.
• Assisting with cutting and binding printed documents, including agendas and minutes, to meet departmental standards for size and color.
• Helping the Records Manager with records management inspections.
• Updating inventories with the Senior Librarian.
• Assisting the Chief Librarian with the annual budget.
• Maintaining the computer system with the Senior Librarian.
• Compiling reports when needed.
• Performing other related tasks as assigned by the Senior Librarian.