Word Processing Operator (REF: COR 6)

Closing Date: 23 June 2025
Salary: R 166 519.41 per annum (Post Level T6 of a Grade 4 Municipality)

Requirements:

• Grade 12
• Computer literate Certificate (MS Applications) with full Excel experience on level 3.
• 4 Years’ experience is compulsory.
• Shortlisted candidates will undergo a typing speed test of 55 words per minute to qualify for an interview.
• Experience in Office administration and ability to compile documents.
• Experience in Audit Committee agenda compilation.
• Sound mathematical and technical skills are compulsory as Audited.
• Ability to give attention to detail, high level of responsibility, ability to work under pressure, and ability to handle conflict.
• Must be fit and healthy to carry out duties.
• Good eyesight, hearing, and speech ability
• Must be able to function effectively in difficult working conditions
• Must be mentally fit and able to do the work
• Fluent in at least 2 of the 3 languages spoken in the Western Cape: Afrikaans, English or IsiXhosa.
• Please note: A performance agreement is also applicable to this position, whereby the employer reserves the right to institute a performance management program.

Duties:

• Receive files and instructions from the Supervisor with items, minutes, and annexure(s) for inclusion in the various agendas.
• Save the agenda under a file name and ensure that the document is password-protected.
• Go to the index of the file to determine where the file should be updated.
• Ensure that page numbering is correct before updating the index of the agenda.
• Scan agendas and ensure that specific indexes are scanned to ensure that they are printed on the correct colour paper.
• Print a proof copy of the agenda or minutes and ensure that the Committee Officers check the document for correctness.
• Maintain the circulation lists for the various Committees and reproduce sufficient copies accordingly.
• Utilize the information contained within the agenda to compile draft minutes for the Committee Officer.
• Ensure that the resolutions are captured correctly.
• Save draft minutes document on the network to ensure the availability of information at any given time.
• Prioritize and capture documents for the department and all Committees as received.
• Capturing and typing of letters, memorandums, notices, items, reports, translated documents, instruction sheets, notices/advertisements for publication in the newspaper, Council's monthly programme, and schedule of Councilor’s particulars (English / Afrikaans / isiXhosa).
• Include late/additional items in the agenda and update the relevant indexes within the agenda.
• Type verbatim minutes from sound recordings as required.
• Receive instructions regarding items/resolutions/portions of meetings to be typed verbatim.
• Responsible for ensuring that the original recording is kept safe for possible future use.
• Assist with switchboard relief duties, take telephonic messages, and transfer telephonic calls.
• Provide clientele services telephonically when possible and provide telephonic assistance with effective lines and telephones.
• Obtain quotations in respect of catering services for the council when needed.
• Comply with the relevant supply chain management processes in terms of approval, requisitions, and order numbers.
• Liaise with the service provider and arrange final logistics to be effective.
• Complete all processes, which include the submission of invoices and informing the service provider of the pay date.