Processing Clerk in KATHU (Fixed Term Contract) at Metrofile

About the Job

Job Advert Summary

• To provide records management services such as document sorting, preparation, scanning & data capture at customer site.
• To ensure that all work processed, meets the required standards and fulfils the needs of the client at all times.

Minimum Requirements

• Post Matric Certificate/Diploma in Administration/Customer Service/Business Administration/ B Degree preferred
• At least 3 years solid experience in data capture
• Knowledge of scanning would be an advantage

Attributes/Skill & Knowledge

• Must be computer literate on MS Office
• Excellent command of the English language
• Must have excellent communication and interpersonal skills
• Must have a good telephone manner
• Must be customer focused
• Must pay attention to detail and be highly accurate
• Must be highly accurate
• Must be a team player
• Must be able to work independently and adhere to deadlines and strict turnaround times
• Must have demonstrate professionalism
• Must be professional at all times
• Demonstrate excellent organisational and problem solving skills

Duties and Responsibilities

• Prepares all documents by removing rubber bands, staples, paper clips, and tears off perforated edges (pre-preparation).
• Sorts documents into batches of similar document types, small documents on A4 paper.
• Applies bar code labels onto documents, where necessary.
• Scans all documents in accordance with pre-defined settings.
• Calibrates scanners at predetermined intervals to ensure good image quality.
• Checks and ensures that no foreign objects enter scanners during scanning process.
• Clears paper jams that may occur.
• Re-files documents (post preparation) in correct order after scanning has been completed.
• Repairs torn documents when necessary.
• Cleans and maintains scanning equipment on a daily basis as required.
• Re-batches documents on completion of scanning.
• Classifies all boxes/items on the system in terms of record classification and retention guidelines.
• Accurately captures detailed indexes of documents and records onto the system.
• Physical movement of boxes and files will be required as part of this job for which strict manual handling rules must be adhered to.
• Extracts quality of work being delivered is of high standard as per Job Order.
• Combines and manipulates data for retrieval purposes specific to job requirements.
• Creates copies of related data and images on the specified computer media, for clients as well as for back-up purposes.
• Performs work according to the daily work schedule.
• Liaise and manage the co-ordinators and staffing to ensure that the daily, weekly and monthly objectives are achieved.
• Ensure that all SLA are met for internal and external clients.
• Collate stats for daily, weekly and monthly submission to the Manager.
• Communicate timeously to all internal operational areas on any exceptions.
• Reports any exceptions or queries to the Supervisor/Manager.
• Ensures good housekeeping of the work area.
• Other duties may be assigned.