Team Member: Estates File Maintenance

About the Position

The Team Member: Estates File Maintenance role within the Management of Focused Taxpayer Segments (MFTS), KwaZulu-Natal, is responsible for supporting the effective administration and maintenance of estate-related records within SARS. The position plays a critical role in ensuring that all estate files are accurately captured, updated, and maintained in line with SARS policies, procedures, and compliance requirements.

The incumbent will be required to manage and maintain both physical and electronic estate files, ensuring data integrity, completeness, and easy retrieval to support operational processes within the Estates environment. This includes organising, updating, and safeguarding records to enable efficient case management and service delivery.

Job Purpose

To perform registry maintenance of new and current Estates cases to ensure that all required information is captured correctly and timeously, deregister all coded estate cases and also issue deceased estate compliance letter/s.

Education and Experience

Minimum Qualification & Experience Required

• Senior Certificate (NQF 4) AND 1 year experience in a customer service environment

Minimum Experience

Job Outputs:

Process

• Communication of transactional outputs and queries in area of work.


• Deliver on contracted performance objectives according to set procedures and agreed service level agreements.


• Embrace change initiatives and positively contribute to the success thereof within area of accountability.


• Ensure quality of work content, minimise mistakes and continuously improve quality and standards.


• Identify problems, apply known solutions in line with procedures or guidelines and escalate unresolved problems.


• Plan and organise own work in an effective and efficient manner to reach agreed performance objectives.


• Report on transactional activity progression within set guidelines to provide timely information for decision making in area of accountability.


• Ensure correspondence and information received from external and internal sources is verified and receive the necessary attention.


• Identify further actions required and refer documents to relevant division for finalisation.


• Ensure that all basic queries are resolved timeously, in line with provided procedures and guidelines and escalate unresolved issues.


• Be informed on related acts and regulations that might impact on own work.


• Keep up to date records of completed work.


• Apply and utilise systems in a manner that ensures accurate processing of information that contributes to efficient and effective completion of tasks.


• Assist with administrative tasks within the relevant unit.

Governance

• Comply with and adhere to identified governance and compliance standards and escalate problems for investigation and resolution.


• Ensure that completed work adhere to relevant policies, procedures, governance and legislative requirements and report on deviations and discrepancies.

People

• Ask for support or training to improve the quality and standard of own work.


• Drive own performance in order to achieve work outputs in line with required response time, quality and service delivery standards.


• Participate and contribute to a culture where information regarding successes, issues, trends and ideas are shared between team members.

Finance

• Perform own work well to reduce costs and save money.

Client

• Understand job service requirements in order to meet client expectations.


• Contribute to a culture which builds rewarding relationships that enables exceptional client service and ethical conduct.


• Prepare and submit relevant correspondence and documentation to taxpayers.

Behavioural competencies

• Accountability


• Analytical Thinking


• Attention to Detail


• Commitment to Continuous Learning


• Conceptual Ability


• Expertise in Context


• Fairness and Transparency


• Honesty and Integrity


• Organisational Awareness


• Respect


• Teamwork and Cooperation


• Working with others

Technical competencies

• Business Knowledge


• Data Collection and Analysis


• Efficiency improvement


• Functional Policies and Procedures


• Record Maintenance


• Records and Archive Management


• Reporting


• SARS Systems Products


• Tax Knowledge

Compliance Competency

• GOC Confidential

Employment Equity

The Employment Equity policy of SARS will be considered as part of the recruitment and selection process and Persons with Disabilities are encouraged to apply. Successful candidates will be required to undertake an oath of secrecy, pre-employment screening, case study, pre-assessment, psychometric assessment and or vetting, and a declaration of private interest. The appointment is also subject to appropriate reference(s) and security clearance where applicable.