Key Duties and Responsibilities: Your typical duties as a records officer will generally include the following:
Creating & maintaining company databases to ensure quick retrieval of information.
Developing record distribution and storage policies.
Auditing the information that is created and stored within the company.
Analyzing your company’s information needs and developing procedures to ensure these requirements are met.
Referring to policy & legislative requirements in order to determine the length of time company records are kept.
Potentially overseeing the transition from paper to electronic management systems.
check incoming paperwork (correspondence, invoices, etc.) and make copies before distribution
Maintain appropriate registration of incoming and outgoing company-related letters and correspondence by providing appropriate reference numbers upon issuance of delivery of documents to the recipient on a timely basis.
Providing the necessary support to ensure the accountability, transparency and regulatory requirements of the company are met.
Establishing new records management systems
Developing, maintaining, verifying and evaluating existing systems
Overseeing the switch from paper to electronic record-keeping
Writing reports and publications
Dealing with inquiries and requests for information from both internal and external clients
Ensuring that financial, legal or administrative requirements and regulations are complied with
Ensuring that data is protected
Classifying and indexing records
Destroying or archiving finished data/records
Ensuring that records are easily accessible when needed
Maintain an effective documentation and filing system through indexing, referencing and filing as may be necessary.
Control the file movement within the company and factory
Manage the duplication, scanning, etc. of documents.
Maintain a well-managed archive for ease of reference and retrieval of information.
Participate in the procurement process of office supplies, consumables, services and equipment by identifying the required consumables.
Any other duty may be assigned from time to time.
Job Requirement
Qualifications, Skills and Experience:
BA degree at Business management, Business administration, statistics, secretarial science, IT, Office management and related fields with 5-8 year of proven experience as a file clerk, archive clerk or related in a finance department
Knowledge of filing systems
Very good knowledge of MS Office and office equipment such as printer, photocopier, scanner, etc.
Good command of English both oral and written
Dependable with respect to confidentiality and policies