Senior Records Officer (PIDG/RIM 3)

Job Purpose

Under the supervision of the Registrar, the Senior Records Officer assists with maintaining and coordinating the Commission’s records, mail and file management system. The incumbent is responsible for the day-to-day operations of the records management function and provides advice and supports the Registrar in the processing of incoming and outgoing correspondence and files; maintaining a classification system and maintaining and securing confidential files. 

Key Responsibilities

• Operates and maintains the Records, Library, Mail Management and Information Systems, including the creation, receipt, storage, retrieval and disposition of files and books; 
• Oversees the identification and capturing of records into a record keeping system by classifying, barcoding and indexing records and files and maintaining indexes in files; 
• Participates in the development and managing the implementation of short-term and long-term records and documents management strategy, policy and procedures, to ensure that they comply with requirements resulting from legislation, audit rules and other relevant regulations; 
• Assists in responding to requests under the Access to Information Act; 
• Reconciles Registry physical database with electronic database; 
• Ensures records, including library contents, are readily available and are compliant with Records Management policies and procedures; 
• Assists with conducting audits/inventory exercises in collaboration with the Registrar; 
• Disposes of records in a secure manner and in accordance with relevant Government and accounting regulations; 
• Ensures that electronic and physical files and documents are updated, maintained and their movement tracked, following established procedures within the required timeframe; 
• Ensures that documents and other material of historical significance and importance are preserved and made accessible through available technology in digital format; 
• Facilitates, upon request, access to reference materials to include electronic databases, Government Gazettes, newspapers, reports, journals, encyclopedias, dictionaries, textbooks etc.; 
• Ensures electronic records, changes and additions are identifiable through audit trails; 
• Assists with securely maintaining records and files to prevent unauthorised access, alteration, damage or removal; 
• Recommends and, on approval, implements policy changes. 

Required knowledge, Skills and Competencies

• Be responsive to changing requirements and priorities and be able to adapt to unpredictable circumstances; 
• Shares the Commission’s values, mission and vision; 
• Excellent customer service skills; 
• Excellent computer related skills, including word processing, spreadsheet and database management applications; 
• Excellent organizational and file management skills; 
• Excellent interpersonal and social skills; 
• Excellent time management skills; 
• Excellent oral and written communication skills; 
• Good attention to detail and accuracy in the work product; 
• Good problem-solving skills; 
• Excellent leadership and team building skills; 
• Ability to meet performance and deadline-driven output standards. 

Minimum Required Qualification and Experience

• High School graduate with four (4) subjects at the CXC or GCE ‘O’ Level, including English Language and a numeric subject, and training in Records and Information Management Systems, procedures and practices and automated technologies as it relates to records management and/or the area of operation; 
• Five or more (5+) years’ experience in the particular field. 

Special Conditions Associated with the Job

• May be required to do some amount of lifting, climbing, bending, stooping and walking;
• Normal office conditions but may be exposed to some amount of dust;
• Agreeable working conditions; 
• Must be willing to work outside of the regular office hours, when required. 

Please note that only short-listed applicants will be contacted.