Civic Services Clerk- Department of Home Affairs x1
- Position: Civic Services Clerk
- Department: Department of Home Affairs
- Salary: R280 278 – R330 162 per annum (Level 06)
- Employment Type: Permanent
- Reference Numbers: HRMC 30/26/8a – HRMC 30/26/8n
Free State Vacancies
- Bloemfontein – 1 Post (Ref: HRMC 30/26/8c)
- Phuthaditjhaba – 2 Posts (Ref: HRMC 30/26/8d)
Position Purpose
The Civic Services Clerk is responsible for delivering frontline civic services to members of the public by processing applications, conducting verifications, capturing information on departmental systems, issuing official documents, and ensuring excellent customer service in accordance with the Department of Home Affairs’ policies and Batho Pele principles.
Key Responsibilities
Customer Service and Frontline Support
- Welcome and assist customers professionally.
- Provide information and guidance regarding Home Affairs services.
- Attend to public enquiries.
- Direct customers to relevant service points.
- Ensure a positive customer experience.
Verification and Screening
- Conduct online verification of applicants.
- Verify fingerprints through HANIS.
- Check marital status and other applicant information.
- Validate supporting documentation.
- Ensure compliance with departmental requirements.
Application Processing
Process and capture applications relating to:
- Smart ID Cards
- Identity Documents
- Birth Registrations
- Marriage Registrations
- Death Registrations
- Late Registration of Births
- Citizenship Applications
- Amendments and Rectifications of Personal Particulars
Biometric Capture Services
- Operate live capture systems.
- Capture photographs and biometric information.
- Administer fingerprint collection.
- Scan and upload supporting documents.
- Verify captured information.
Smart Card Administration
- Receive Smart ID Cards.
- Scan and file cards upon receipt.
- Process collection and issuing of Smart ID Cards.
- Maintain accurate records of issued documents.
Immigration and Compliance Monitoring
- Monitor cases involving undocumented foreign nationals.
- Assist in identity verification of detained or arrested illegal foreigners.
- Maintain records relating to immigration compliance matters.
Records and Resource Management
- Monitor and maintain case records.
- Ensure proper filing and document control.
- Safeguard departmental resources.
- Ensure compliance with approval frameworks and procedures.
Service Standards and Office Environment
- Ensure customer waiting areas are clean and accessible.
- Promote Batho Pele service principles.
- Maintain professional service standards.
- Support departmental service delivery objectives.
Minimum Requirements
Qualification
An undergraduate qualification (NQF Level 6) recognized by SAQA in one of the following fields:
- Public Management
- Public Administration
- Operations Management
- Business Management
- Management Studies
- Administration
- Law
- Social Sciences
Knowledge Requirements
Applicants should possess knowledge of:
- Public Service Regulatory Framework
- Civic Services Regulatory Framework
- Batho Pele Principles
- Fraud Prevention
- South African Constitution
- Departmental Regulations and Prescripts
- Home Affairs service delivery processes
Required Skills and Competencies
Customer Service
- Client orientation.
- Customer-focused approach.
- Professional conduct.
- Compassion and empathy.
Communication
- Verbal communication skills.
- Written communication skills.
- Telephone etiquette.
- Interpersonal skills.
Technical Skills
- Computer literacy.
- Data capturing.
- Electronic document management.
- Online verification systems.
Administrative Skills
- Record management.
- Attention to detail.
- Filing and document control.
- Compliance monitoring.
Personal Attributes
- Honesty and integrity.
- Professionalism.
- Conscientiousness.
- Patriotism.
- Reliability.
Analytical Skills
- Problem-solving.
- Verification and validation.
- Information assessment.
- Accuracy in processing applications.
Working Conditions
- Willingness to travel when required.
- Willingness to work extended hours when necessary.
- Frequent interaction with members of the public.
- Work involves both frontline customer service and administrative duties.