Senior Cadastral Registry Clerk REF NO: 3/2/1/2023/642 at Department of Agriculture(DOA)

REQUIREMENTS :

• Applicants must be in possession of a Grade 12 Certificate.
• Minimum of 2 years’ experience as a cadastral registry clerk in registry services.
• Job related knowledge: Classification of correspondence. Ability to identify cadastral documents.
• Job related skills: Organising skills, Communication skills (verbal and written), Inter-personal skills, Computer literacy skills.
• Good physical health. Ability to work under pressure.
• Ability to perform in a diverse team. 

 
DUTIES :

• Preliminary checking of cadastral documents received.
• Conduct preliminary checking of all documents received, including digital lodgement.
• Make necessary print of digital lodgement.
• Stamp digital lodgement letters with date stamp and multimedia stamp.
• Check fees paid for corrections. Ensure fees of digital lodgement are verified by cashier.
• Mentioned documents ticked on original covering letters.
• Report any contradiction information. Dispatch approved cadastral documents.
• Receive and prepare cadastral documents and other correspondence for dispatch purpose.
• Email dispatch notification to the land surveyor.
• Check diagrams and references on letters received for correctness.
• Check correspondence letters for correct file references.
• Forward approved documents to post approval flow points.
• Create post approval packets and forward task list.
• Keep records of dispatched documents.
• Add diagrams, general plans, dockets, original covering letters and survey records envelopes together and put in pigeonhole.
• Register caveats and send deeds. Dispatch on registry and movement.
• Update lodgement register. Arrange courier services if needed.
• Maintain approved filing system and all correspondence.
• File daily correspondence files and close volume as needed. Report faulty equipment.
• Prepare and maintain correspondence file covers, replacing of old and torn covers.
• Maintain register for opened files.
• Undertake stocktaking of files.
• Maintain files and file room as per National Archives Act.
• Keep file database / register updated.
• Check that filing equipment is in good working condition and that the filing space is still adequate and that the room is neat and clean. Render a register inquiry services.
• Attend to all clients’ requests pertaining to correspondence files and collections, telephonically and on counter.
• Complete client registers at all times and sign.
• Locate and retrieve files on request.