Job vacancy Senior Secretary - Executive Office

Kingston

OrganisationAccountant General's DepartmentReferenceVAC-52053Contract TypeFull-TimeIndustriesSecretarial Administrative & ClericalLocationKingstonSalary & Benefits$1,711,060 - $2,301,186 per annumDate Posted14/09/2024Expiry Date03/10/2024The Senior Secretary supports the Director by conducting research, preparing reports, handling information requests, and performing secretarial tasks like scheduling meetings and managing correspondence.

 

Job Purpose

The Senior Secretary is responsible for providing secretarial and clerical support to the Director, Treasury Deposit, by conducting basic research, preparing reports, handling information requests and performing functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. 

Summary of the broad purpose of the position in relation to Government’s goals and strategies: 

• To prepare reports and fulfill information requests; 
• To carry out secretarial and clerical functions including correspondence, scheduling of meetings and appointments. 

 

Key Responsibilities

Technical: 

• Reads and analyzes incoming memoranda, submissions and reports in order to determine their significance, and plans their distribution as per directives; 
• Opens, sorts and distributes incoming correspondence, including facsimile and email;
• Answers the telephone, screens callers and takes and relays messages;
• Receives, greets and directs visitors to the Division; 
• Prepares responses to correspondence as authorized; 
• Dispatches outgoing mail; 
• Responds to requests, inquiries and complaints from staff, other Divisions, organizations and the general public; refers persons to the relevant authorities, and follows through on the resolution of issues; 
• Prepares reports, memoranda, letters and other documents, using Word Processing, Spreadsheet, Database and/or presentation software; 
• Files and retrieves documents, reports, and other records; 
• Maintains and monitors the schedule of meetings/events for the Division;
• Prepares agendas and makes arrangements for Committee and other meetings attended by the Director, as required; 
• Assists in the organization of events and activities by scheduling rooms, issuing information and co-ordinating speakers/participants; 
• Makes travel and accommodation arrangements for staff, as required;
• Researches and analyzes data and prepares draft reports on routine administrative matters or other informational materials required; 
• Prepares special and recurring Departmental Reports by gathering, compiling and typing data from various sources; 
• Co-ordinates the flow of paperwork, including periodic and special reports between the Director, Treasury Deposits’ Office and the various Divisions; 
• Attends meetings in order to record Minutes; compiles, transcribes and distributes Minutes of meetings; 
• Deputizes for Executive Secretaries in their absence; 
• Performs any other related duties that may be assigned from time to time. 

 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills; 
• Good problem-solving and analytical skills; 
• Good customer focus skills; 
• Good planning and organizing skills; 
• Results Focus;
• Integrity. 

Technical: 

• Good Records Management skills; 
• Good Business Writing skills; 
• Good knowledge of Legislations, Policies and Procedures. 

 

Minimum Required Qualification and Experience

• CXC or GCE ‘O’Level subjects including English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus four to five (4-5) years’ general office experience; 

OR 

• Graduated from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, training in the use of a variety of software applications e.g., word processing, database and spread sheets; English Language at CXC or GCE ‘O’Level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development, plus four to five (4-5) years’ general office experience; 

OR  

• Successful completion of the Certified Professional Secretary course; proficient in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; English Language at CXC or GCE ‘O’Level; training in the use of a variety of software applications and four to five (4-5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development. 

 

Special Condition Associated with the Job

• Pressured working conditions with numerous critical deadlines. 

 

 

 

 

Please note that only shortlisted applicants will be contacted.

15 Dec, 2024 (87 days left)