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THE INDEPENDENT COMMISSION OF INVESTIGATIONSJOB SPECIFICATION & DESCRIPTION

JOB TITLE: Records Officer (PIDG/RIM 2)

DEPARTMENT: Corporate Services

Salary Range: $517,514 - $615,161 per annum

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JOB SPECIFICATION

Core Functions:

Under the supervision of the Registrar, the incumbent assists in the maintenanceand coordination of an efficient records management system, to enhance theorganizations corporate memory.

MINIMUM REQUIREMENTS:

(a) Specific knowledge (however acquired) required to start:

Working knowledge of office procedures and systems

Sound knowledge of computer applications

(b) Qualifications and Experience

5 CXC / GCE Subjects inclusive of English Language andMathematics.

At least 3 years working experience.

(c) Required Skills and Specialised Techniques

Good knowledge of record keeping techniquesMastery of the English Language

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Good penmanship.

Good interpersonal and customer service skills.

Keen eye for details.

Ability to work on own initiativeKnowledge of basic computer software applications.

Working Conditions

Must be able to lift a standard box of recordsDust accumulating from closed files

Work related pressure.Must be able to climb a standard three rung ladder and stretch

JOB DESCRIPTIONREPORTING RELATIONSHIPS

Reports To: Registrar

Nature of Reporting Relationship:

Close supervision based on detailed policies and procedures

Supervision Given To: Nature of Supervision Given

(a) Directly: N/A

(b) Indirectly: N/A

Functional Relationships

Indicate positions/departments over/from which the position:

(a) exercises functional authority: N/A

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(b) receives functional direction: Registrar and Senior Director CorporateServices

LIAISES WITH:

Internally: Nature of Contact:

All functional areas within the Commission Issue, control and receipt of files

Externally: Nature of Contact:

N/A

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JOB DESCRIPTION

Responsibilities and Duties:

Maintain both manual and electronic filing systems

Maintain master index of files to enhance currencyMonitor the Bring Up System

Retrieve files as requested and replace them when returned

Maintain file jackets

Lock cabinets and filing roomConduct frequent audits

Monitor tracking systems

Produce statistics

Perform any other related duties as assigned

AUTHORITY TO:

Open letters without specific destination to determine possible deskofficers, to whom they may be routed.

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PERFORMANCE CRITERIA:

This job is satisfactorily performed when:

Confidentiality and integrity are exercised in the performance of duties.

Files are maintained in accordance with established procedures.Files are retrieved within 15 minutes of receipt of requests.Documentation is legible.

Records are not misplaced or duplicated.

Statistics are presented on a monthly basis or as required.

This document is a true and accurate description of the position.

Incumbent/s Date

Head of Department Date

Prepared by: