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POSITION: PERSONNEL RECORDS CLERK

DESCRIPTION

This is standard personnel work, which involves the filing and processing of various personnel documents. Work in this class involves the maintenance of official files and records for government employees and retirees, ensuring that records are accurately filed in accordance with applicable laws  and rules and regulations. Immediate supervision is received from a higher-level officer.

DUTIES AND RESPONSIBILITIES (NOT ALL INCLUSIVE)

  • Files sequentially all documents in the employee’s Official Personnel Record (OPR) folder and file in appropriate cabinet;
  • Maintains all government employee personnel records and record room in compliance with rules and regulations and established procedures;
  • Maintains and processes documents using the Electronic Resource Program (ERP);
  • Retrieves OPR folder when requested;
  • Uses computer database to maintain record of OPR folders;
  • Establishes OPR’s for new employees;
  • Performs simple filing according to clearly defined categories and classification criteria;
  • Serves as an alternate in the absence of the receptionist;
  • Performs other related duties as required.

FACTOR I: KNOWLEDGE AND ABILITIES

  • Knowledge of payroll accounting requirements, appropriate laws, codes and regulations;
  • Knowledge of the principles and techniques of filing;
  • Ability to maintain satisfactory working relationships with other employees and the public;
  • Ability to read and comprehend;
  • Ability to operate standard office equipment, including the computer and fax machine;
  • Ability to speak and write in English, using correct spelling, grammar and punctuation;
  • Ability to perform basic arithmetic calculations.

FACTOR II: SUPERVISORY CONTROLS

  • The employee reports to a higher level officer but works independently on routine duties.

FACTOR III: GUIDELINES

  • Guidelines used are those set by the Department and the Virgin Islands Code as they relate to the maintenance of personnel records.

FACTOR IV: COMPLEXITY

This is recurring work which involves the safekeeping of personnel records and maintenance of documents for employees of the Virgin Islands Government. Employee is required to understands and follow simple instructions. Duties are standardized.

FACTOR V: SCOPE AND EFFECT

  • The purpose of this work is to maintain proper control of employees and retirees’ employment records making sure that all pertinent documents are safely filed in the employees’ OPR folders.

FACTOR VI: PERSONAL CONTACTS

  • Contacts are with co-workers, other government employees and retirees requesting to place, review or retrieve documents.

FACTOR VII: PURPOSE OF CONTACTS

  • The purpose of contacts is to facilitate the proper processing, management and storage of personnel files.

FACTOR VIII: PHYSICAL DEMANDS

The work involves:

  • Walking, standing, reaching, bending and lifting;
  • Sitting for prolonged periods,
  • Using fine motor skills;
  • Talking, hearing and seeing.

FACTOR XI: WORK ENVIRONMENT

  • Work  is  performed  in  an  office  setting.   It  may  require  moving  around  to  various  offices  in  the department/agency to collect or drop-off documents.

MINIMUM QUALIFICATIONS

  • High School Diploma or its equivalent, and two (2) years clerical experience.

“No person shall be discriminated against in employment or in any educational program or activity offered by the Virgin Islands Department of Education on account of race, color, creed, national origin, sex, handicap or age.”

Complainant may write to:

Director

Director

 

Division of Human Resources

Division of Human Resources

 

#2133 Hospital Street

#44-46 Kongens Gade

 

Christiansted, VI 00820

St. Thomas, Virgin Islands 00802

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St. Thomas

1834 Kongens Gade, St. Thomas, VI 00802
Phone: 340-774-0100

Curriculum Center:
340-775-2250
Mon – Fri:  8AM – 5PM

          

St. Croix

2133 Hospital Street, Christiansted, St. Croix, VI 00820
Phone: 340-773-1095

Curriculum Center:
340-778-1600
Mon – Fri:  8AM – 5PM