Administration Clerk

Requirements

Applicant must be in possession of a Grade 12 certificate. No experience required. Job related knowledge: Knowledge of clerical duties, practices as well as the ability to capture data, operate a computer and collecting statistics. Knowledge and understanding of the legislative framework governing the Public Service. Knowledge of working procedures in terms of the working environment. Job related skills: Language skills, good communication skills (verbal and written), Planning and organisation skills, Computer literacy, Interpersonal relations, Flexibility and Ability to work within a team.

Key Responsibilities

Render general clerical support services. Record, organise, store, capture and retrieve correspondence and data (line function). Electronically and manually record data / Update registers and statistics. Provide a reception / switchboard service and handle routine enquiries. Make photocopies and receive or send facsimiles. Provide monthly photocopier readings to stakeholders and log repairs. Provide monthly notice of receipts for photocopier. Report building maintenance/accommodation matters. Handle incoming and outgoing mail and packages to various stakeholders as required. Keep and maintain the filling system for the component. Provide a secretarial service to draft agenda and take minutes, arrange meetings, venues and accommodation and travel arrangements. Type letters and / or other correspondence when required. Keep and maintain the incoming and outgoing document register of the component Update and maintain the relevant databases. Compile and submit the relevant reports, memos and submissions as required. Keep and maintain a Key Control Register. Provide supply chain clerical support services within the component. Liaise within internal and external stakeholders in relation to procurement of goods and services. Obtain quotations, complete procurement forms for the purchasing of office items and contracts. Stock control of office stationery, toiletries/cleaning material, face value forms, assets and uniforms and issue inventory. Keep and maintain the asset register of the component. Administer movement and disposal of assets of the component. Draft reports for assets and loss control as necessary. Assist with the verification of asset reports for the various divisions for the quarterly asset report. Assist with the coordination of losses for the quarterly loss report Provide personnel administration clerical support services within the component. Process and record Application for leave and maintain a leave register for the component. Keep and maintain personnel records in the component. Compile and maintain attendance register of the component. Handle enquiries, e.g. leave, termination, appointments, PMDS, Performance Agreement, etc. Provide advice and guidance to officials regarding human resources matters. Submit training documentation and maintain training records. Provide financial administration support services in the component. Financial administration support services. Assist with the budget by providing information, capturing and updating expenditure for the component. Facilitate payment for goods and services. Administer, check and verify S&T claims and advances, update the S&T claim and Advance control register and personnel record. Handle telephone accounts and petty cash for the component. Check and verify cell phone and 5G applications and upkeep of the database and cell phone register. Check and verify overtime claims and update the overtime register. Generate invoicing and weekly invoice registers and monthly invoice reconciliations. Monthly payment and reconciliation of the courier account. Provide stakeholders with invoices and other account-related information. Render transport administrative support services. Coordinate the utilisation of government vehicles. Issue trip authorisations and garaging applications to officials, manage and control issuing of vehicles and petrol cards. Conduct inspections of vehicles. Verify driver’s licenses of officials before issuing departmental vehicles. Ensure vehicles are serviced and / or maintained according to the requirements. Report damage to vehicles. Coordinate the repair of vehicles (resulting from accidents, breakdowns, etc). keep record of 8 log sheets, trip authorisations, verify Wes Bank transaction reports, etc. Arrange travelling and accommodation. Completing a accident report, loss reports and other transport related reports.

How to Apply

Enquiries

Notes

EE Target: African, Indian, White Males and Indian Females and Persons with disability. 9