Administrative Officer V I Records Officer III  

SG: 18

Item No.: 5

Records Management:

Oversee the organization, maintenance, and security of the Department Head's records, including confidential and sensitive documents.

Ensure proper classification, indexing, and filing of documents for easy retrieval and reference.

Documentation and Reporting:

Prepare, update, and manage the Department Head’s document inventory, ensuring completeness and accuracy.

Generate periodic reports on records status, utilization, and compliance with record-keeping policies.

Policy Compliance:

Ensure records management practices comply with government regulations and organizational standards.

Regularly review and update records management protocols to align with best practices.

Coordination and Liaison:

Coordinate with division and section heads to consolidate and streamline document submissions and updates for the Department Head.

Liaise with external agencies regarding records and document submissions as needed.

Confidentiality and Security:

Safeguard the confidentiality and integrity of sensitive documents and data.

Implement measures to prevent unauthorized access or loss of critical records.

Digital Transformation:

Assist in transitioning physical records to digital formats, ensuring accuracy and completeness during digitization.

Maintain and update digital records management systems and provide user support.

Archiving and Disposal:

Manage the archiving process, ensuring proper storage and preservation of records.

Oversee the timely and compliant disposal of obsolete records following organizational policies.

• Training

8 hours of relevant training

• Experience

2 years of relevant experience

• Eligibility

Career Service (Professional)
Second Level Eligibility

Applications with incomplete documents shall not be entertained.

• Strong analytical and planning skills;
• Good communication and presentation skills;
• Excellent problem-solving skills;