Position Description Records Officer
Shire of Denmark
POSITION DESCRIPTION / DUTY STATEMENT
Records Officer
1.
POSITION TITLE:
Records Officer
2.
RESPONSIBLE TO:
Director of Finance & Administration
3.
DEPARTMENT:
Finance & Administration
4.
AWARD COVERAGE:
Local Government Industry Award 2010 – Level 3
5.
POSITION OBJECTIVES:
6.
5.1
As part of the Finance and Administration Directorate, undertake duties
consistent with the standards and requirements of the Directorate and the
Organisation, including Records Management, and associated tasks in
accordance with statutory requirements and Council policy. Devise and
implement a record-keeping framework that provides easy and accurate
identification and accessibility to records.
5.2
Provide Records management services to all levels of the organisation.
DUTIES AND RESPONSIBILITIES:
6.1
Responsibility for devising and implementing a record-keeping framework that
provides easy and accurate identification and accessibility to records in
consultation with the Administration Officer – Finance & Administration.
6.2
Creation, maintenance and management of Records Disposal system and
implementation of destruction and archiving.
6.3
Creation of files/customers (internal and external) in Synergy records module.
6.4
Synergy Records module training and staff support.
6.5
Oversee the File Room management.
6.6
Oversee the Corporate Library.
OTHER DUTIES
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7.
Answering and directing incoming telephone calls to the appropriate Officers.
Carry out all other duties as directed by the Director of Finance & Administration.
Provide training to other Officers supporting this position.
OCCUPATIONAL SAFETY & HEALTH
There is an obligation to take reasonable care to ensure personal safety and health at
work and that of other persons in the workplace.
8.
REQUIREMENTS OF POSITION
8.1
Skills
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Developed literacy and numeracy skills.
Sound time management, attention to detail and organisation skills.
Developed interpersonal skills.
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Position Description Records Officer
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8.2
Knowledge
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8.3
Sound knowledge of Legislative requirements relevant to WA Local Government.
Sound understanding and knowledge of Council’s Policies and Procedures.
Sound knowledge of Council’s organisation structure and function.
Knowledge and awareness of the Shire of Denmark district.
Knowledge of General Disposal Authority under the State Records Act (2000).
Experience


8.4
Previous experience in Local Government in a Records/Administration role.
Previous experience with “Microsoft Office”, and “SynergySoft” software.
Qualifications and Training
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9.
Ability to undertake manual handling, including retrieving files from shelving,
boxing and lifting boxes.
Demonstrated and commitment to high quality customer service, using well
developed oral and written communication skills, within a service delivery
environment.
Ability to work in and contribute to a multi-disciplinary team environment.
Minimum of two years’ experience in Local Government, with demonstrated
sound knowledge in electronic records and document management.
Tertiary qualifications relevant to the position are desirable.
Current “C” class WA Motor Drivers Licence.
ADDITIONAL AREAS OF RESPONSIBILITY (BACKUP)
Provide backup and support to the;
 Finance Officer – Debtors/Records.
10.
ORGANISATIONAL RELATIONSHIP:
Responsible to:
Director of Finance and Administration
Internal Liaison:
Directors
All other employees
External Liaison: General Public as required
Supervision of:
11.
Nil
CONDITIONS OF EMPLOYMENT:
In accordance with the provisions of the Local Government Industry Award 2010,
National Employment Standards and the Code of Conduct adopted by Council and
amended from time to time.
12.
EXTENT OF AUTHORITY
Operates under the direction of the Director of Finance & Administration within
established guidelines, procedures and policies of Council, as well as statutory
provisions of the Local Government Act and other legislation.
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Position Description Records Officer
13.
SIGNATURES AND CONFIRMATION
PRESENT OCCUPANT
DATE APPOINTED
OCCUPANT’S SIGNATURE
DATE
PREPARED BY
DATE ISSUED
SUPERVISOR
SUPERVISOR SIGNATURE
DATE
DIRECTOR SIGNATURE
DATE
CHIEF EXECUTIVE
OFFICER APPROVAL
DATE
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