Correspondence Officer

JOB PURPOSE

To oversee management of correspondence between LCGPA and government institutions and other related parties, including proper receipt and delivery as well as response management.

KEY ACCOUNTABILITIES

Correspondence Management

§  Receive, review, screen, manage distribution, and coordinate sending (including tracking and delivery) of incoming and outgoing correspondence (electronic and hard copy) in a timely manner.

§  Send relevant additional information (when required) as part of correspondence to concerned parties in a timely manner.

§  Respond to internal or external requests for the release of information contained in LCGPA records in accordance with internal policies and laws and regulations.

§  Support in drafting appropriate replies to correspondence concerning any type of request, after consulting the related department.

§  Prepare needed acknowledgement letters accurately and in a timely manner.

§  Respond to enquiries from the general public by phone, email, and letter.

§  Follow-up on correspondence that requires a response and / or action to ensure meeting any set deadlines.

§  Prepare monthly department requisition for office supplies.

§  Provide document control services to departments and ensure all document control procedures are adhered to.

§  Update and maintain the document control database by monitoring all incoming / outgoing documentation and recording and managing document data.

 Document Archiving & Retrieval

§  Update the electronic logbook on all incoming and outgoing documents for different departments.

§  Ensure that hard copies as well as electronic copies of all documents are always easily accessible.

§  Archive all LCGPA data, including documenting hard copies and electronic copies.

§  Record and archive all copies of received or sent mail using the approved classification and indexing mechanisms.

§  Provide document control services to departments, ensuring all document control procedures are adhered to.

 Policies, Systems, Processes, Procedures, Standards and Reports

§  Follow all relevant functional policies, processes, standard operating procedures and instructions to ensure that work is carried out in a controlled and consistent manner.

§  Assist in the preparation of timely and accurate reports and functional deliverables to meet the functional requirements in order to achieve the desired efficiency and performance excellence.

§  Correspondence – Proficient

§  Organizing & Scheduling – Proficient

§  Archiving and Documentation – Proficient

§  Relationship Management – Proficient

§  Risk assessment & Management –Proficient

§  Reporting – Proficient

§  Data Collection & Analysis – Proficient

Business Administration, Public Administration, Archiving & libraries or any other relevant field