THE INDEPENDENT COMMISSION OF INVESTIGATIONS

JOB 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 maintenance
and coordination of an efficient records management system, to enhance the
organization’s 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 and

Mathematics.
· At least 3 years working experience.

(c) Required Skills and Specialised Techniques

· Good knowledge of record keeping techniques

· Mastery of the English Language
 · Good penmanship.
· Good interpersonal and customer service skills.

· Keen eye for details.

· Ability to work on own initiative
· Knowledge of basic computer software applications.

Working Conditions

· Must be able to lift a standard box of records

· Dust accumulating from closed files
· Work related pressure.
· Must be able to climb a standard three – rung ladder and stretch

JOB DESCRIPTION
REPORTING 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

(b) receives functional direction: Registrar and Senior Director Corporate
Services

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 currency
· Monitor the “Bring Up” System
· Retrieve files as requested and replace them when returned
· Maintain file jackets
· Lock cabinets and filing room
· Conduct frequent audits
· Monitor tracking systems
· Produce statistics
· Perform any other related duties as assigned

AUTHORITY TO:

· Open letters without specific destination to determine possible desk

officers, to whom they may be routed.
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: