Admin Clerk

4 weeks ago

Pretoria City of Tshwane Metropolitan Municipality Gauteng South Africa FreeRecruit Full time

PURPOSE OF JOB

To provide records management services such as document sorting, preparation, scanning & data capture at customer site.
To ensure that all work processed, meets the required standards and fulfils the needs of the client at all times.
KEY RESPONSIBILITIES include the following.

Prepares all documents by removing rubber bands, staples, paper clips, and tears off perforated edges (pre-preparation).
Sorts documents into batches of similar document types, small documents on A4 paper.
Applies bar code labels onto documents, where necessary.
Scans all documents in accordance with pre-defined settings.
Calibrates scanners at predetermined intervals to ensure good image quality.
Checks and ensures that no foreign objects enter scanners during scanning process.
Clears paper jams that may occur.
Re-files documents (post preparation) in correct order after scanning has been completed.
Repairs torn documents when necessary.
Cleans and maintains scanning equipment on a daily basis as required.
Re-batches documents on completion of scanning.
Classifies all boxes/items on the system in terms of record classification and retention guidelines.
Accurately captures detailed indexes of documents and records onto the system.
Physical movement of boxes and files will be required as part of this job for which strict manual handling rules must be adhered to.
Extracts quality of work being delivered is of high standard as per Job Order.
Combines and manipulates data for retrieval purposes specific to job requirements.
Creates copies of related data and images on the specified computer media, for clients as well as for back-up purposes.
Performs work according to the daily work schedule.
Liaise and manage the co-ordinators and staffing to ensure that the daily, weekly and monthly objectives are achieved.
Ensure that all SLA are met for internal and external clients.
Collate stats for daily, weekly and monthly submission to the Manager.
Communicate timeously to all internal operational areas on any exceptions.
Reports any exceptions or queries to the Supervisor/Manager.
Ensures good housekeeping of the work area.
Other duties may be assigned.
SUPERVISORY RESPONSIBILITIES

No supervisory responsibility.
QUALIFICATIONS, EXPERIENCE AND KNOWLEDGE:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Post Matric Certificate/Diploma in Administration/Customer Service/Business Administration/ B Degree preferred
At least 3 years solid experience in data capture
Knowledge of scanning would be an advantage
Must be computer literate on MS Office
Excellent command of the English language
Must have excellent communication and interpersonal skills
Must have a good telephone manner
Must be customer focused
Must pay attention to detail and be highly accurate
Must be highly accurate
Must be a team player
Must be able to work independently and adhere to deadlines and strict turnaround times
Must have demonstrate professionalism
Must be professional at all times
Demonstrate excellent organisational and problem solving skills

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