Administrative Clerk

Administrative Clerk

POSITION: Administrative clerk – releases

  Salary: $6000.00 Negotiable

Job Summary

The incumbent is required to provide administrative support to the Release Clerk with a view to understudying the Release Clerk and being trained in preparation of deeds of release and other documents.

 
MAJOR RESPONSIBILITIES

• Assist with creation and maintenance of a Release Schedule which tracks the progression of a transaction from the receiving of instructions to sending out registered copies
• Assist with preparation of covering letters and bills for sending Releases and other documents to various financial institutions for execution
• Preparation of affidavits of due execution which accompanies the releases or other documents
• Send the deeds and other documents for registration
• Prepare general endorsement related to discharges of lands held under the Real Property Act (RPA) such as requests to endorse powers of attorney and changes of names
• Liaise with the Firm’s Registration Department for updates and status of releases
• Assist with Corrections of Discharges from the Registrar General’s Department
• Liaise directly with bank officers on the status of releases
• Taking instructions directly from walk-in clients for preparation of releases and other documents   

• Organise completed copies for delivery to the relevant clients;
• Contact clients to collect the registered copies/certified copies and obtains matter numbers for the new clients for update of records in accordance with established company procedures.
• Perform other miscellaneous filing and administrative functions, including retrieval of any files as required in the daily running of the office
• Email/scan and/or photocopy various correspondence, documents and other printed matter as required

• Any other related duties that may be assigned from time to time.

 
Minimum Requirements

• At least 5 CXC General passes (including English Language) or equivalent
• Computer literacy and training in the use of Microsoft Word and Excel

 
Desirable Knowledge, Skills and Abilities

• Ability to understand and follow oral and written instructions and directions
• Knowledge of administrative and clerical systems and procedures such as word processing and records management
• Proficiency in the use of Microsoft Word, Excel and PowerPoint
• Excellent interpersonal, customer service and communication skills
• Organisational and time management skills
• Ability to multi-task and meet deadlines in a fast-paced environment
• Ability to use initiative
• Physical fitness to allow for performance of manual tasks relating to movement of files

 
PHYSICAL DEMANDS

While performing the responsibilities of the job, the employee is required to speak often to internal and external customers over the telephone and face to face and handle bulky files.

 
Working Environment

Work is performed in a temperature controlled modern office setting, mostly from a seated position at a modular workstation. The noise level in the work environment is usually low.

 
Tools and Equipment

Personal computers, copiers, log books, etc.