Record and Data Processing Officer

The Real Estate Board invites applications from suitably qualified persons to fill the following post that is to be assigned to the upcoming Real Estate Authority of Jamaica (REAJ):

Records and Data Processing Officer

Vacant- (2 Posts) (Three year contractual)

Salary Range: $1,984,305.00 - $2,668,670.00 per annum

Job Summary:

Reporting to the Records Supervisor, the Records and Data Processing Officer is responsible for providing accurate and timely registry services to internal customers of the REAJ.  The incumbent updates databases related to licensing, registration and other real estate transactions, and maintains the accuracy and integrity the physical records series.

Key Outputs:

• Physical and electronic databases of key organization information updated and maintained.
• Reports/statistical data collated for Board Meetings.
• Official correspondence records series maintained.
• Incoming correspondence recorded and dispatched to relevant officers.
• Mail room functions maintained.
• Applications received and logged.
• Statistics and reports prepared.
• Documentation for Appeals Tribunal / dispute resolutions/power of sale prepared.
• Registers/documentation for regulated entities and individuals maintained.
• General Files updated and are easily accessible.
• Yearly file audits completed.

Key Responsibility Areas

Technical Responsibilities

Maintains REAJ databases (physical and electronic):

• Creates and updates data bases relating to licensing, registration and other real estate transactions/activities in keeping with the statutes and guidelines administered by the organization and to satisfy the Board requirements.
• Maintains the data base for registers and directories of dealers, developers, salesmen, strata corporations, Timeshare vacations and gated communities.
• Generates pocket licences for Salesmen after printing of paper licence.
• Prepares Registration Certificates.
• Updates the Licence Book and checks to see that Salesmen and Dealers have collected their licences.
• Prepares and distributes, as part of the team, renewal notices and other information to industry practitioners; receives and log applications and supporting documentation;
• Conducts data audits on client information to ensure accuracy and completeness of information.
• Performs data searches in response to requests for information forms and prepare result reports.

Provides routine Registry Services

• Sorts, classifies, indexes and files correspondence on appropriate file.
• Inspects files to ensure they are up to date.
• Records requests for bring ups in the appropriate register, charges files out and sends to relevant officers.
• Puts away files after use in alpha-numeric order in their respective filing cabinets.
• Maintains the electronic file index.
• Determines the appropriate cross references for incoming documents.
• Performs functions in the (manual) registry.

Maintains Records

• Refurbishes, repairs deteriorating indexes and files; creates new files parts within the existing file classification plan.
• Processes and prepares records for transfer for inactive storage or destruction.
• Carries out validation checks on data entered by other data processing officers to ensure accuracy within the valid ranges as instructed by the supervisor.

Assists in IT Backup

• Maintains back-up and storage of data at regular intervals.

 Correspondence/Mail Room

• Records incoming correspondence and distributes accordingly; ensures that all mail is signed off on by the relevant officer.
• Ensures that all valuable mail are witnessed by a second officer upon opening of mail, then entered into the Mail Book.
• Signs for registered mail and packages.
• Signs for files, letters and correspondence.
• Scans and uploads all correspondence to the REAJ document management system.

Provides verification support (search) services

• Prepares reports on discrepancies observed between information provided by client and that received from the Titles Office/Companies Office of Jamaica for the attention of the Supervisor/Inspectorate Division.

Other Responsibilities

• Assists with the document preparations for Appeals Tribunal and Dispute Resolution forums /meetings.
• Collates statistical/other data and assists in the preparation of reports and other documentation for Board meetings as requested.
• Performs any other related duties as directed by the Records Supervisor.

Performance Standards:

• Data entered in the system pertaining to registration, licensing and other real estate transactions is timely, accurate, and up to date in accordance with the statutes and stipulated guidelines and procedures.
• Reports/statistical data collated for Board Meetings is error free and prepared within agreed time frame.
• Incoming correspondence recorded and dispatched to relevant officers within one (1) working day.
• Document management system is updated with correspondence received within the agreed time frame.
• Renewal notices information distributed within agreed time frame.
• Applications received and logged promptly and according to established standards.
• Confidentiality and professionalism exercised at all times.
• Accurate and complete Reports and other information produced with agreed time frame and to established standards.
• Accurate and complete Documentation for Appeals Tribunal / dispute resolutions prepared in a timely manner.
• Registers/documentation for regulated entities and individuals maintained in accordance to statutes and guidelines of the organization.
• General Files up-to- date and easily accessible.

Authority:

N/A

Required Competencies:

Core:

• Good oral and written communication skills
• Integrity and Confidentiality
• Attention to detail
• Good customer service skills
• Good networking skills
• Good time management and organizing skills
• Basic report writing skills

Technical:

• Training in Data Processing and auditing.
• Knowledge of current trends and practices in Records Management.
• Working knowledge of the relevant laws governing the operations of the Real Estate Authority of Jamaica.
• Knowledge of the policies, procedures of the organization.
• Knowledge and use of relevant computer applications/ICT technologies.

Minimum Education & Experience:

• Diploma in Management Information Systems/Computer Science or Records and Information Management.
• Two (2) years’ related experience in Records Management and Electronic Data Processing (EDP) or
• Equivalent combination of qualifications and experience.

Working Conditions:

• Normal working conditions.
• May come in contact with dust from files.

Deadline for Applications:

Applications should be addressed to the Manager, Human Resource Management, online no later than September 22, 2023, via https://rebcsc.bamboohr.com/jobs/ 

We thank all applicants for their interest. However, only short-listed candidates will be contacted.