Driver/Clerk
Location: Durban
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Job Purpose
The purpose of this position is to perform and coordinate activities related to the collection, distribution, and processing of mail, correspondence, and documentation within and between municipal departments and external institutions. The role ensures that communication, records, and official documents are efficiently and securely delivered to support seamless administrative operations across the Municipality.
Key Performance Areas
The successful incumbent will be required to perform, but not limited to, the following key duties and responsibilities:
1. Collection and Delivery of Correspondence
- Collect and deliver mail, packages, and related documentation to and from internal departments, government entities, and external service providers.
- Ensure timeous dispatch and receipt of official communication and items.
- Maintain confidentiality and integrity of all municipal documentation and materials in transit.
- Verify delivery details and ensure that items are signed for upon receipt and dispatch.
- Report any discrepancies, delays, or irregularities in the delivery process.
2. Mailroom and Sorting Activities
- Sort, categorize, and distribute incoming and outgoing correspondence according to departmental divisions or destinations.
- Assist with the physical and digital filing of mail, documents, and internal memos.
- Maintain organized records of collected and dispatched correspondence, ensuring that logs and registers are updated regularly.
- Support administrative clerks with the safe handling, storage, and retrieval of documentation.
- Conduct routine checks to ensure that mailroom equipment, stationery, and supplies are adequately stocked and in working condition.
3. Customer Service and Internal Support
- Provide courteous and professional service to municipal departments and the public when collecting or delivering mail.
- Assist in answering basic queries regarding mail delivery timelines and documentation tracking.
- Liaise with internal departments to coordinate mail runs and respond promptly to urgent delivery requests.
- Promote adherence to the Municipality’s internal mail policies and confidentiality protocols.
4. Recordkeeping and Reporting
- Capture mail tracking data using computerized systems and maintain digital records of daily delivery activities.
- Assist with compiling reports on mailroom performance and service efficiency.
- Identify potential improvements to streamline the document handling process.
- Report equipment defects, safety hazards, or incidents to supervisors promptly.
Core Competencies
To perform effectively in this role, the successful candidate must demonstrate proficiency in the following areas:
- Attention to Detail: Ensuring all mail and documents are accurately sorted, delivered, and recorded.
- Ethics and Professionalism: Maintaining confidentiality and demonstrating integrity in all activities.
- Problem Solving: Applying sound judgment when managing delivery challenges and resolving discrepancies.
- Planning and Organising: Efficiently scheduling deliveries and managing workloads under time constraints.
- Business Processes: Understanding municipal document-handling procedures and service protocols.
- Use of Technology: Operating mail tracking software and standard office systems effectively.
- Data Processing and Analysis: Accurately capturing and managing mailroom data for reporting purposes.
- Communication: Clear and courteous interaction with colleagues, supervisors, and external stakeholders.
- Client Orientation and Customer Focus: Providing reliable, responsive, and service-oriented support to internal clients.
- Resilience: Remaining composed and productive under pressure or during high-demand periods.
- Learning Orientation: Willingness to develop knowledge of municipal systems and improve performance.
- Team Orientation: Collaborating effectively within a diverse team to achieve departmental goals.
Essential Requirements
- Educational Qualification: Grade 12 (NQF Level 4) or equivalent.
- Experience: Minimum of 3 months’ relevant administrative or mailroom experience.
- Driver’s Licence: Valid motor vehicle driving licence.
- Technical Skills:
- Basic computer literacy (MS Office Suite).
- Familiarity with record-keeping and mail tracking systems.
Preferred Requirements
- Six (6) months of relevant work experience in mail distribution, courier services, or administrative support within a public sector or large organizational environment.
Employment Package and Benefits
- Remuneration: R162,855.60 – R211,405.80 per annum (subject to qualifications and experience).
- Employment Type: Permanent, full-time.
- Benefits:
- 13th Cheque: Yes
- Housing Subsidy: Yes
- Medical Aid: Yes
- Pension Fund: Yes
- Other Allowances: None applicable
- Leave Benefits: In accordance with municipal HR policy
Work Environment
This position involves a combination of office-based and field duties. The incumbent will operate within the Municipality’s internal and external mail network and may be required to travel between offices or facilities as part of routine mail distribution.
Behavioural Expectations
The Municipality values professionalism, accountability, and service excellence. The Mail and Correspondence Officer is expected to:
- Adhere to municipal values and ethics at all times.
- Handle all official correspondence with confidentiality.
- Demonstrate punctuality, diligence, and a proactive work ethic.
- Contribute to a culture of teamwork, inclusivity, and continuous improvement.
Application Process
Qualified and interested candidates are invited to submit:
- A comprehensive CV (maximum three pages);
- Certified copies of educational qualifications, ID, and driver’s licence;
- A cover letter referencing the post title “Mail and Correspondence Officer.”
Applications must be submitted to HC Systems / HR Engineering Recruitment Unit.
For any enquiries, please contact 031 322 6050 or 031 311 7749.
Employment Equity Statement
The eThekwini Municipality is an equal opportunity employer committed to promoting employment equity and diversity. Preference will be given to suitably qualified candidates from designated groups in line with applicable legislation and the Municipality’s Employment Equity Plan.
Join Our Team
If you are a detail-oriented, service-driven professional with a commitment to efficiency and integrity, this is your opportunity to contribute to the smooth functioning of municipal operations. Join the eThekwini Municipality and be part of a team that delivers quality public service to every citizen.
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