Registry Clerk: Executive Support – REFS/057155

Job description

Registry Clerk: Executive Support in Office of the HoD; location: 56 Eloff Street (Marshalltown) Umnotho House. R 237 453.00 Per Annum Plus Benefits Reference: REFS/057155. Applications to be submitted online only at https://jobs.gauteng.gov.za

Requirements

• Grade 12.
• 1-2 years’ experience in the Office of an Executive.

Responsibilities

• Handle incoming and outgoing correspondence.
• Receive all mail.
• Sort, register and dispatch mail.
• Distribute notices on registry issues.
• Undertake spot checks on post to ensure no private post is included.
• Lock post in postbag for messengers to deliver to Post Office.
• Open & maintain remittance register.
• Record all valuable articles as prescribed in the remittance register.
• Handle incoming and outgoing faxes.
• Incoming faxes should be delivered within 60 minutes of receipt to the intended addressee.
• Record all incoming and outgoing faxes in the registry book as well as in the computer program designed specifically for registry.
• Outgoing faxes, bar urgent ones, should be faxed within 30 minutes of receipt.
• Compile a daily report of incoming and outgoing faxes.
• Dispatching of post.
• Official letters addressed to persons by name are delivered to them unopened.
• Confidential envelopes are delivered unopened to the addressee.
• Ensure that special registered post envelopes are used and properly sealed.
• Ensure that the messenger receives a receipt from the post office.
• Render effective filing and record management service.
• Opening and close files according to record classification system.
• Filing/storage, tracing (electronically/manually) and retrieval of documents and files.
• Complete index cards for all files.
• Process documents for archiving and/ disposal.
• Electronic scanning of files.
• Sort and package files for archives and distribution.
• Compile list of documents to be archived and submit to the supervisor.
• Keep records for archived documents.
• Issue out files to officials on request.

Application tips

• •Public service posts usually require a fully completed and signed Z83 form.
• •Attach a comprehensive CV — government panels shortlist strictly on listed requirements.
• •Quote the reference number exactly as it appears in the advert.