Registry Clerk

EdUpStairs; Gqeberha; On-site; ZAR 180,000 - 240,000; Full time

Job summary

EdUpStairs in South Africa is seeking an Administrative Records Clerk to manage mail, filing and document control in our registry.

You will receive mail, sort, index, file and ensure accurate records, while maintaining registers and handling invoices on the Reapatala system. The role requires a Grade 12 and a Records Management course; PAIA/NARSA knowledge is preferred; teamwork and communication skills essential.

Qualifications

• National Senior Certificate/ Grade 12 is required.
• Completion of the Records Management course is a prerequisite.
• Knowledge of records/documents management, file plans, and mail/courier procedures.
• Familiarity with PAIA and NARSA acts.
• Knowledge of EDRMS is an advantage.
• Ability to work under pressure and in a team.
• Excellent verbal and written communication skills.

Responsibilities

• Receive mail from Post Office and internal clients.
• Open, stamp, sort mail and record in the register.
• Receive parcels delivered by hand and record in the register.
• Render courier service: package documents, address envelopes; record mail in the mail register.
• File and retrieve files on-site and off-site storage.
• Control movement of files and access to files.
• Index, scanning, faxing.
• Photocopying.
• Reload franking machine, register priority mail, receive and date stamp invoices and forward to finance.
• Register supply of files to officials and maintain register of files opened and follow up if not returned by due date.
• Register incoming invoices on Reapatala invoice tracking system.
• Issue reference not according to the approved file plan.
• Attend to client’s enquiries; assist in the absence of the supervisor.
• Perform any other administrative tasks as requested by the supervisor.

Skills

Records management

Mail & courier procedures

Planning & organizing

Verbal & written communication

Problem solving

Liaison skills

Interpersonal skills

Teamwork

Leadership

Computer literacy

Education

National Senior Certificate/ Grade 12

Records Management course

Tools

EDRMS

Reapatala invoice tracking system

Job description

• A minimum of National Senior Certificate/ Grade 12.
• No experience required.
• Completion of the Records Management course is a prerequisite.
• Knowledge of records/ documents management, a file plan, mail and courier service procedures.
• Knowledge Information Act (PAIA) and National Archives and Records Service Act (NARSA).
• Knowledge of electronic document and records management system will be an added advantage (EDRMS).
• Knowledge of Reapatala invoice tracking system.
• Competencies needed: Planning and organizing skills.
• Communication (verbal and written) Skills.
• Problem solving skills, Customer care and Client orientation skills.
• Computer literacy.
• Liaison skills, Analytical skills, Interpersonal Skills.
• Telephone etiquette.
• Good leadership Skills.
• Attributes: Accurate.
• Confident, Ability to work under pressure.
• Ability to work in a team and independently.

Duties

• Receive mail from Post Office and internal clients.
• Open, stamp, sort mail and record in the register.
• Receive parcels delivered by hand and record in the register.
• Render courier service: package documents, place in envelopes, address envelopes; place them in and outgoing tray and record mail in the mail
• register.
• File and retrieve files on-site and off-site storage.
• Control movement of files and access to files.
• Index, scanning, faxing.
• Photocopying.
• Reload franking machine, register priority mail, receive and date stamp invoices and forward to finance.
• Register supply of files to officials and maintain register of files opened and make follow up if the file is not returned back to Registry after
• the due date.
• Register incoming invoices on Reapatala invoice tracking system.
• Issue reference not according to the approved file plan.
• Attend to client’s enquiries; assist in the absence of the supervisor.
• Perform any other administrative tasks as requested by the supervisor.