Records Clerk (Kingston, Jamaica) - Office of Disaster Preparedness & Emergency Management (ODPEM)

 The Office of Disaster Preparedness & Emergency Management (ODPEM) is seeking to fill the post of: 

Records Clerk (PIDG/RIM 1)

Salary Scale: $655,604.00 - $779,307.00 per annum

Main role and core functions:

Under the direct supervision of the Records Officer II, the Records Clerk is responsible for supporting the records management function within the organization.

Main Functions:

• Preparing outgoing correspondences for dispatch to various organizations
• Regular updating of minute sheets to reflect enclosed letters
• Circulating circulars, Newsletter and Publications to Staff as directed
• Assist with the booking of conference and meeting rooms
• Daily entering of information into the Electronic Document Management System (EDMS)
• All incoming and outgoing correspondence scanned and catalogued on the EDMS
• Assist in the opening of the new files where necessary and entering the file name in the Registry Filing Catalogue
• Monthly updating of database for Partners and Suppliers
• Provide message logging service during the activation of Emergency Operation Centre (EOC)
• Act as the main relief Telephone Operator on a daily basis
• Logging of files name, number and return date as well as requesting officer in the files distribution log book
• Monitor the use and return of files to the Registry

Core Competencies:

• Communication Skills: Must be able to communicate with staff at all levels
• Customer Service: Must demonstrate high standard of service and delivery to meet the customer's expectations
• Team Work and Cooperation: Must display a willingness to participate and work cooperatively with others in the pursuit of team goals
• Integrity: Must demonstrate sound, ethical standards showing consistency with values and attitudes geared towards the building of trust and credibility
• Compliance: Must be able to comply with organizational and regulators policies and procedures
• Planning & Organizational skills: Must continuously display a high level of disciplined with an organized approach to work

Functional Competencies:

• Records management skills: Must be able to update correspondences on minutes sheet and on the file minute sheet
• Use of Technology: EDMS, Microsoft Office Suite, Database: Must be able to electronically log and dispatch files to officers. Open new files on DocuShare database
• Report Writing Skills: Must be able to prepare minutes and generate monthly reports

Minimum Qualifications and Experience:

• Incumbent should possess three (3) CXC/GCE O' level subjects or its equivalent including English Language
• Have formal training in office methods and procedures 
• Have completed a course in Records Management
• At least three (3) years experience in a similar capacity

Please apply in writing along with a detailed resume no later than July 27, 2022 to the:

Director of Human Resource Management

Office of Disaster Preparedness & Emergency Management

2 - 4 Haining Road,

Kingston 5.

Email: odpem@cwjamaica.com

We thank all applicants, however only shortlisted candidates will be contacted.