Administrative Clerk - Soweto Verfied

Salary Negotiable Soweto, Gauteng Soweto, Gauteng more than 14 days ago 04-09-2014 9:15:00 AM
02-10-2014 9:15:00 AM
1. EDUCATION AND EXPERIENCE:

1.1 Matric (Grade 12) or equivalent.
1.2 Minimum of 2 years office administration experience.
1.3 Computer Literate in Microsoft Office package.

2. MAIN DUTIES AND RESPONSIBILITIES:

Functional outputs and activities will include, but are not limited to:

2.1 Vehicle administration:

2.1.1 Collect fuel and tollgate slips from the investigators and compile the Vehicle Maintenance Expenditure form. Paste slips on a separate blank page and attached to Vehicle Maintenance Form.
2.1.2 Collect Mileage information from the investigators and compile the log sheet, ensure data is captured accurately.
2.1.3 Use information on log sheet and compile a mileage claim form for each client, ensure data is correctly captured.
2.1.4 Send maintenance, log and claim forms to Operations Manager to approve and sign off.
2.1.5 Send the signed-off documents to all relevant parties at Head Office for processing. This should be done in time to ensure head office have sufficient time to process all this information.
2.1.6 Make copies of the above mentioned documents and keep them on file.

2.2 Personnel Administration:

2.2.1 Compile time sheets for investigators and administrative personnel for actual hours worked.
2.2.2 Compile time sheets for guards and ensure it corresponds with the posting sheets.
2.2.3 Send the time sheets to the Key Accounts Administrator in time to process each month end.
2.2.4 Employment confirmations for Klerksdorp personnel.
2.2.5 Make copies of all the time sheets and keep them on file.

2.3 Case dockets:

2.3.1 Diarise all court case dates and ensure all relevant parties are aware of when the need to attend court for the case.
2.3.2 Open a new docket file.
2.3.3 Get all relevant information from the Docket Carrier and file all information relating to the case in the file.

2.4 Reports:

2.4.1 Obtain and confirm all the information with all relevant parties who attended a crime scene.
2.4.2 Compile all this information into an incident report.
2.4.3 Send the incident report(s) to the Operations Manager for approval.
2.4.4 After the Operations Manager approved the incident report send it to the Principal Director.
2.4.5 Incident reports must be finalized and send to the Principal Director no later than 08:00 am the morning after the incident occurred.
2.4.6 Compile progress reports on all incidents.
2.4.7 Give progress reports to Operational Manager for approval.
2.4.8 Send progress reports through to Principal Director after it has been approved by the Operations Manager on a monthly basis, before the last day of each month.

2.5 Orders and payments:

2.5.1 Complete order requisitions for stationery orders, or any other stock that may be required.
2.5.2 Get order requisitions approved by the Operations Manager.
2.5.3 Send order requisitions through to Head Office.
2.5.4 Complete payment requests for stationery orders and / or any other payment requests that may be required.
2.5.5 Get payment requests approved by the Operations Manager.
2.5.6 Send payment requests through to Head Office for processing.

2.6 Executive Personnel Files:

2.6.1 Setup and maintain a filing system for all personnel files.
2.6.2 Filing all relevant documents.
2.6.3 Add all new material to file records and create new records when necessary.
2.6.4 Answer all questions and queries relating to the personnel files.
2.6.5 Retrieve the required information from the personnel files in response to request from authorized users.
2.6.6 Keep track of all personnel files ad documents to ensure nothing gets lost.
2.6.7 Screen incoming documents to determine where the document should be filed and ensure the documents are filed correctly.
2.6.8 Outstanding documents should be acquired from the employee to put on file.
2.6.9 All documents should be copied and send to Head Office for processing.

2.7 General:

2.7.1 Sorting and distributing incoming mail.
2.7.2 Organizing and sending out outgoing mail.
2.7.3 Photocopying and printing various documents as well as assist other personnel with printing documents.
2.7.4 Assume reception duties, greet visitors and refer them to the appropriate staff member.
2.7.5 Answer and screen incoming telephone calls, direct calls the the appropriate staff member and takes messages if needed.
2.7.6 Draw up documents as and when required.