Reporting to the Talent Management Specialist, the role of a Filing Clerk is to ensure that the organization's training records are correctly sequenced and filed, and to capture tracking information in electronic databases. The filing clerk gathers documentation from internal departments and codes material chronologically, numerically, alphabetically, and by subject matter. Store hard copies of documents such as training records, certificates, invoices, receipts, and forms, and create new files. Retrieve information on request, ensure records are returned to appropriate locations, and request records from other external locations. To ensure success, you should have a proficient understanding of the importance of accurate filing and maintain an accurate record-keeping system.
TASKS AND RESPONSIBILITIES:
- Collecting documentation from various sources.
- Assessing, organizing, and coding documentation.
- Creating and updating files and filing documentation in appropriate files.
- Destroying outdated files following protocol or moving these to inactive storage.
- Scanning files regularly to ensure their correct positions and to search for missing records.
- Retrieving records on request and forwarding these to relevant parties.
- Making copies of and delivering records.
- Executing authorized changes to the filing system.
- Assisting with phone inquiries.
- Preparing Trackless Mobile Machinery (TMM) Operator permits.
MINIMUM REQUIREMENTS:
- Grade 12 (matric).
- A minimum of NQF Level 5 Certificate in Occupationally Directed Education and Training Practices (ODETP), Office Administration, or equivalent.
- A minimum of one (1) year relevant experience in a similar position or office environment with good record-keeping knowledge.
#J-18808-Ljbffr
