Registry Clerk: Executive Support

About the job

REF NO: REFS/057155 Requirements: Grade 12. 1-2 years’ experience in the Office of an Executive. Notes: Due to the large number of applications we envisage receiving, applications will not be acknowledged. If you do not receive any response within 3 months, please accept that your application was not successful. Find us Address 75 Fox Street, Mashalltown Johannesburg 2000 Email us Email e-recruitment@gauteng.gov.za Quick Links All Jobs About Us © Gauteng Provincial Government . Powered by Department of e-Government Duties: 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.

Duties

Provide registry counter services. Attend to registry clients and respond to telephonic and other registry-related enquiries. Receive and register hand-delivered mail, files and documents in the appropriate registry registers or electronic systems. Date-stamp, sort and categorise incoming documents in accordance with established registry procedures. Verify and acknowledge receipt of documents submitted at the registry counter, ensuring completeness and providing confirmation of receipt where required. Distribute and route documents and files to the relevant officials or offices for further processing. Process Incoming and Outgoing Correspondence. Prepare outgoing correspondence for dispatch in accordance with departmental procedures. Verify recipients’ details, addresses and supporting documents before dispatch. Dispatch official correspondence through approved channels, including courier, postal services, email or hand delivery. Monitor the delivery of outgoing correspondence and follow up on delayed or undelivered items. Maintain proof of dispatch and delivery for accountability and audit purposes. Track outstanding correspondence and report delays or discrepancies to the relevant supervisor. Maintain an Effective Filing and Records Management Service. Operate office equipment, including photocopiers, scanners, printers and binding machines, to support registry operations. Reproduce and scan official documents as required for departmental recordkeeping and administrative purposes. Monitor the availability of paper, toner and other consumables required for the effective operation of office equipment. Perform basic routine maintenance and troubleshooting of office equipment in accordance with operating instructions. Operate and Maintain Office Equipment for Registry Functions. Report equipment faults and arrange for repairs or servicing through the appropriate departmental channels. Coordinate the Processing of Documents for Archiving and Disposal. Identify records due for archiving or disposal in accordance with approved records retention schedules. Assess and prepare records for archiving or disposal in line with departmental records management procedures. Compile and update inventories and lists of records earmarked for archiving or disposal. Arrange the transfer of records approved for archiving to the designated archival storage facility. Facilitate the disposal of records upon approval by the authorised officials and in accordance with applicable legislation and departmental policies.

Enquiries

Lebohang Molefe-0661966890/Siphiwe Nhlapho-0798035373/ Lwandile Phaledi-0661966917

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