Registry Clerk- Free State Department of Public Works and Infrastructure x1
Job Details
Job Title: Registry Clerk
Reference Number: PWI 13/26
Post Number: POST 36/155
Department: Free State Department of Public Works and Infrastructure
Office: Office of the Head of Department
Location: Bloemfontein, Free State
Number of Positions: 1
Salary: R237,453 per annum
Salary Level: Level 05
Qualification Required: Grade 12 or equivalent NQF Level 4 qualification
Additional Requirement: Computer literacy
Closing Date: Not specified in the supplied advert
Application Portal: https://systems.fshealth.gov.za/e-Recruitment/Login
Enquiries: e-recruitmentfsdpwi01@fswork.gov.za
Job Description
The Free State Department of Public Works and Infrastructure is seeking a suitably qualified and computer-literate candidate to fill the position of Registry Clerk at the Office of the Head of Department in Bloemfontein.
The successful candidate will provide registry, filing, correspondence, and records management services. Duties include receiving and distributing mail, maintaining accurate registers, opening and retrieving files, processing documents for archiving, and ensuring that official records are properly stored and accessible.
Key Responsibilities
Registry and Customer Services
Provide registry counter services and assist clients.
Respond to telephone calls and other enquiries.
Receive and register hand-delivered mail and files.
Handle incoming and outgoing correspondence.
Receive, sort, register, and dispatch mail.
Distribute notices relating to registry matters.
Filing and Records Management
Maintain an effective filing and records management system.
Open and close files according to the approved records classification system.
File and store documents appropriately.
Trace and retrieve documents and files manually or electronically.
Complete index cards for all files.
Ensure that records are accurately maintained and easily accessible.
Mail and Postal Services
Operate office equipment used for registry functions.
Open and maintain the franking machine register.
Frank outgoing post, record postage amounts, and update the register daily.
Conduct spot checks to ensure private mail is not included in official post.
Secure mail in postbags for messengers to deliver to the Post Office.
Maintain daily records of the number and value of letters franked.
Remittance Management
Open and maintain the remittance register.
Record valuable articles in accordance with prescribed procedures.
Deliver remittances to the Finance section and obtain the required signatures.
Return incorrect remittances to the sender by registered post.
Record the relevant registered-post reference numbers in the register.
Archiving and Document Disposal
Process documents for archiving or disposal.
Scan files electronically and organise documents for archiving or distribution.
Sort and package files for archives.
Compile lists of documents to be archived and submit them to the supervisor.
Maintain records of archived documents.
Job Requirements
Educational Qualifications
– Grade 12 (Matric) or an equivalent qualification at NQF Level 4.
Skills and Additional Requirements
Computer literacy.
Ability to organise and maintain files and records.
Good communication and customer service skills.
Attention to detail and accuracy when handling official documents.
Ability to maintain registers and follow established procedures.
Good organisational and administrative skills.
Ability to handle correspondence and confidential records responsibly.