Confidential Correspondences Specialist

Job PurposeCorrespondences & Archiving SpecialistJobholders at this level carry out specific tasks independently but are subject to close supervision. They research, collect and analyze information, draft reports and documents, participate in specific meetings and develop their own professional expertise.They undertake simple operational activities including dispatching Governor Office-related incoming correspondences and documents.Roles And Responsibilities Key Accountability Areas Key Activities Correspondences Management Handle daily inbound and outbound delivery parcels (mails, memos, etc.) and fax messaging in a timely and accurate manner Record all incoming and outgoing correspondences for tracking purposes Dispatch incoming correspondences addressed to the Governor to Governor Office Management department to act accordingly or to prepare needed responses Dispatch all official Governor Office-related outgoing correspondences and documents to external entities in a timely manner Archiving Management File, classify and preserve all Governor Office correspondences in line with archiving policies and procedures Guarantee all documents are saved electronically and destroyed when due by Destruction Committee Safeguard and maintain preserved documentation in case of incidents, damages or deterioration by implementing mitigation plans Organization and Operations Follow all relevant policies, processes and standard operating procedures so that work is carried out in a controlled and consistent manner Help in solving escalated problems and provide needed support for junior team to ensure work is carried out in an efficient manner Escalate complex problems to the relevant person to ensure cases/issues are closed properly Perform other duties as requested Job Qualifications And RequirementsCorrespondences & Archiving Specialist1-2 years of relevant experienceBachelor’s degree in Library and Information Science, Archives and Records Management or equivalent is required