Clerical Officer

About MINDSG Ltd

Since 1962, MINDSG Ltd has dedicated itself to supporting Persons with Intellectual Disabilities (PWIDs) and their families. Founded on the principle of recognizing the innate abilities of PWIDs, MINDS strives to empower them, enhance their quality of life, and advocate for broader inclusiveness within society. Today, MINDS is one of Singapore's largest charitable organizations, employing over 1200 staff members and offering a comprehensive range of services including education, employment training, home-based, and community care, all designed to meet the diverse needs of PWIDs.

Job Overview

The Clerical Officer plays a crucial role in supporting daily centre operations through efficient administration of financial, office, estate, and inventory management tasks. The position ensures that trainee programs are meaningfully engaging and comply fully with licensing standards and corporate governance.

Key Responsibilities

• Procure goods and services by sourcing quotations, conducting market research, managing procurement processes, and supporting tender coordination.
• Manage petty cash, debit and credit card transactions, including claim processing, record keeping, and reconciliation.
• Handle banking duties, such as preparing and depositing cash bags and managing cash donations.
• Generate invoices and maintain sales records for social enterprise projects, ensuring timely and accurate financial communication with the Finance department.
• Coordinate fixed asset management including registration, tagging, verification, transfer, disposal, and audits.
• Maintain detailed client records and manage case files, overseeing admissions, attendance, transport logistics, and financial assistance processing.
• Support human resources functions such as attendance verification, leave administration, payroll assistance, and staff training coordination.
• Ensure compliance with environmental, food hygiene, and facility maintenance standards, monitoring cleaning services and vendor activities.
• Maintain filing systems, conduct document digitisation, organize records on SharePoint, and assist with audit preparations.
• Provide general administrative support including stationery management, venue bookings, and access card distribution.
• Coordinate transport arrangements for clients and projects, liaising with drivers and managing operational challenges.
• Assist in overseeing outsourced vendor staff attendance, performance feedback, and invoice validation.
• Undertake additional duties as assigned, including occasional weekend work, to support organizational needs.

Required Qualifications and Skills

• Completed GCE "O" or "A" Levels, ITE, or Diploma in Administrative Management with at least 2 years of relevant experience.
• Proficient interpersonal and communication skills.
• Competent computer skills including MS Word, Excel, and PowerPoint.
• Basic understanding of accounting principles.
• Strong organizational abilities and keen attention to detail.
• Ability to work independently while managing multiple tasks.
• Experience in the community care sector is advantageous.