About the Role
The Department of Public Works and Infrastructure is seeking a dedicated Registry Clerk to join their team at the Gqeberha Regional Office. In this vital role, you will be at the heart of the public service, ensuring that all mail and documents are managed efficiently and accurately. Your contributions will directly support the functioning of government operations, helping to maintain proper records and facilitate communication within the department. This position is particularly significant in enhancing service delivery to the community of Gqeberha and surrounding areas.
As a Registry Clerk, you will handle various administrative tasks, including receiving and sorting mail, managing courier services, and maintaining file registers. Your role is essential in ensuring that the flow of information is seamless, which ultimately aids in better decision-making and service delivery to the public. By joining the Department of Public Works and Infrastructure, you will be part of a team that is committed to transparency, accountability, and excellence in public service.
About the Department
The Department of Public Works and Infrastructure plays a crucial role in South Africa’s development by managing government infrastructure projects and providing essential support services. With a focus on promoting economic growth and improving public service delivery, the department is dedicated to building sustainable communities and enhancing the quality of life for citizens. Working here means being part of a mission that prioritizes professional integrity and community welfare.
What You’ll Do
- Receive and process incoming mail from both internal and external clients.
- Open, stamp, sort, and record mail in the register.
- Manage parcels and document deliveries, ensuring accurate logging in the register.
- Provide courier services, including packaging and addressing documents.
- File and retrieve documents from both on-site and off-site storage.
- Control access to files and maintain a clear index of all records.
- Utilize the Reapatala invoice tracking system for incoming invoices.
- Assist with client inquiries and perform additional administrative tasks as needed.
- Maintain the franking machine and ensure priority mail is registered appropriately.
What You’ll Need
- A minimum of a National Senior Certificate/Grade 12.
- Completion of a Records Management course is essential.
- Basic knowledge of records management and mail services.
- Familiarity with the Information Act (PAIA) and National Archives and Records Service Act (NARSA).
- Competence in electronic document and records management systems is advantageous.
- Strong planning, organizing, and communication skills.
- Ability to work under pressure and collaborate effectively in a team.
How to Apply
For the position of Registry Clerk, please refer to the application instructions below.
Requirements
A minimum of National Senior Certificate/ Grade 12.No experience required.
Completion of the Records Management course is a prerequisite.
Knowledge of records/ documents management, a file plan, mail and courier service procedures.
Knowledge Information Act (PAIA) and National Archives and Records Service Act (NARSA).
Knowledge of electronic document and records management system will be an added advantage (EDRMS).
Knowledge of Reapatala invoice tracking system.
Competencies needed: Planning and organizing skills.
Communication (verbal and written) Skills.
Problem solving skills, Customer care and Client orientation skills.
Computer literacy.
Liaison skills, Analytical skills, Interpersonal Skills.
Telephone etiquette.
Good leadership Skills.
Attributes: Accurate.
Confident, Ability to work under pressure.
Ability to work in a team and independently.
Job Duties
Receive mail from Post Office and internal clients.Open, stamp, sort mail and record in the register.
Receive parcels delivered by hand and record in the register.
Render courier service: package documents, place in envelopes, address envelopes; place them in and outgoing tray and record mail in the mail register.
File and retrieve files on-site and off-site storage.
Control movement of files and access to files.
Index, scanning, faxing.
Photocopying.
Reload franking machine, register priority mail, receive and date stamp invoices and forward to finance.
Register supply of files to officials and maintain register of files opened and make follow up if the file is not returned back to Registry after the due date.
Register incoming invoices on Reapatala invoice tracking system.
Issue reference not according to the approved file plan.
Attend to client’s enquiries; assist in the absence of the supervisor.
Perform any other administrative tasks as requested by the supervisor.
