Ministry of Land and Legal Affairs
Port of Spain
Job Description
Routine work in the storage and safe-keeping of the Civil, Land and Companies records. The RGD Hybrid Records Officer works under the supervision of the RGD Senior Hybrid Records Administrator. They may be assigned to work in any of the Registrar General's Vaults. The RGD Hybrid Records Officer is responsible for performing tasks related to the proper management of the Registrar General's records. These tasks may include, but are not limited to, sorting documents and files, filing, retrieval of filed items, re-filing, file sequence checking and verification, providing quality control records filing and storage.
Key and Critical Responsibilities
- Opens and closes the Vault.<div>- Creates folders for files using the RGD filing system.</div><div>- Files the physical file in the appropriate areas.</div><div>- Retrieves file on requests.</div><div>- Ensures that records are placed in the respective files in chronological order and properly folioed.</div><div>- Ensures that files and records are maintained in good condition.</div><div>- Ensures timely re-filing of records returned.</div><div>- Checks and re-checks filing for accuracy of files.</div><div>- Ensures that only authorized personnel have access to records.</div><div>- Prepares files and boxes for storage of records.</div><div>- Makes data entry on information relating to files and boxes.</div><div>- Generates reports as directed.</div><div>- Makes searches for data requested by appropriate personnel.</div><div>- Maintains confidentiality and security of court records at all times.</div><div>- Perform related work as may be required.</div>
Key Competencies
<b><u>KNOWLEDGE:</u></b><div>- A good understanding of the importance of records in the Registrar General's Department.</div><div>- Knowledge of the record keeping practices.</div><div>- Knowledge of the methods used in the filing, storage and distribution of records.</div><div>- Knowledge of information organization or Records Management.</div><div>- An understanding of the Registrar General Records (Civil, Land and Companies Registries).</div><div><br></div><div><b><u>SKILLS AND ABILITIES:</u></b></div><div>- Good oral and written communication skills.</div><div>- Ability to respond to emergencies promptly and with accuracy.</div><div>- Ability to work independently and exercise sound judgement.</div><div>- Good clerical skills.</div><div>- Computer skills.</div><div>- Computer literacy (Microsoft Office; minimum Word and Excel).</div><div>- Commitment to quality work and willingness to learn.</div><div>- Ability to lift and carry boxes weighing forty (40) pounds.</div><div>- Ability to accurately perform detailed work over a period of time.</div><div>- Ability to establish and maintain satisfactory working relationships in a team environment.</div><div><br></div><div><b><u>MINIMUM EXPERIENCE AND TRAINING:</u></b></div><div>- Three CXC or GCE O' Level passes including English Language.</div><div><div>- Evidence of two (2) years previous work experience in a Records Management, library technical services, office, clerical, court or Registry environment.</div><div><u> </u></div><div><u> </u></div></div>