Senior Admin/Records Officer at Richmond Municipality

Requirements:

• A Matric A National Diploma in Public Administration/Public Management (NQF Level 6) Records Management certificate A valid driver's license Minimum of 2-3 years' relevant experience in local governance.

Responsibilities:

• Provide strategic advice and administrative support to the municipal council Oversee and check meeting agendas, attend council and executive committee sessions, and accurately record minutes
• Distribute meeting notifications, agendas, and previous minutes to relevant members Offer secretarial assistance by liaising with office bearers to finalize agenda items and compile supporting reports and proposals
• Translate meeting minutes and official notices into designated languages to ensure clear understanding among stakeholders Draft and circulate official correspondence and documentation using word processing tools
• Oversee the organization, retention, and security of municipal records Develop, implement, and maintain policies and procedures for effective records management Classify, index, and file documents to ensure efficient retrieval
• Monitor the full lifecycle of records-from creation to archiving or disposal Train municipal staff on proper filing systems and records management practices Maintain and update schedules and records, including leave registers and requisitions Monitor incoming mail and committee reports by assigning references per the central filing index and ensuring proper routing Create and maintain physical and digital filing systems, including researching and retrieving information for department heads and staff
• Update the register of open files and ensure accurate referencing in line with the central filing system Safeguard and manage access to critical documents such as agreements, title deeds, and official records Provide relief support to administrative staff, including reception duties, during absences to ensure uninterrupted operations
• Monitor staff performance, identify training needs, and coordinate targeted training programs Address performance deviations and apply disciplinary procedures when necessary to maintain compliance and standards.