Administrative Assistant (GMG/AM 3)

Job Purpose

Under the direction of the Director, Finance and Accounts, the Administrative Assistant performs a variety of complex and confidential administrative and office support functions to facilitate the efficient and effective operation of the department, and communicates relevant information to internal and external stakeholders. The Administrative Assistant is also responsible for providing research and technological support to manage the office support systems and resources, to ensure the effective and efficient functioning of the Branch. 

Key Responsibilities

Management/Administrative 

• Manages the office by relieving the Director of Finance and Accounts of routine requests and matters; 
• Co-ordinates logistics for meetings hosted by the Director, ensuring that all relevant parties are advised: preparing Agenda; organizing relevant information and documents; securing venue and refreshments; taking Minutes at meetings, reproducing and distributing same in accordance with established guidelines; 
• Monitors matters that have been passed to management for action, ensuring that they are pursued to finality and apprises the Director, Finance and Accounts; 
• Follows up with the staff of the FAB to ensure that the Director receives reports in relation to the Branch’s/Unit’s operations by due dates, and in the correct format; 
• Keeps records of all deadlines that have to be met and important matters that have been dealt with, bringing them to the attention of the Director Finance and Accounts and interfacing with the officers and Branch/Unit concerned to ensure that the deadlines are observed. 

Technical/Professional: 

• Liaises with staff members of the Department and other stakeholders on matters related to activities of the Branch; 
• Follows established rules and procedures in responding to requests and queries, and redirecting items and/or visitors to other staff members; 
• Analyses submissions to the Director and, where appropriate, deals with them or otherwise brings them to the early attention of the Director so that they can be addressed without delay; 
• Prepares routine monthly and other reports as directed from time to time;
• Maintains knowledge of the Department’s operations, working knowledge of the policies, procedures, practices and protocols to be able to respond appropriately to enquiries, requests or issues; 
• Receives, verifies and records all correspondence requiring the attention of the Branch;
• Determines the nature of enquiries and disseminates information and/or advice within the scope of responsibility, or refers to the relevant personnel for assistance, as necessary;
• Schedules appointments through consultation with the Director and/or Branch staff members as well as provides files and background information on matters for discussion;
• Composes letters, memoranda and reports for the Director’s signature and responds to routine correspondence; 
• Scans, copies, sends email and routine documents/correspondence, as required by other members of the Branch; 
• Creates and maintains a system to control and safe keep confidential documents, files and reports; 
• Manages the reorder level of resources for the Branch; 
• Carries out the relevant duties relating to the Recording Secretary for meetings.
• Conducts research on related matters to inform decision-making using the appropriate sources; 
• Ensures that the Petty Cash Imprest is maintained as per the relevant legislation;
• Receives and processes all cash and approved cheques, and prepares lodgements for deposit. 

Human Resource 

• Participates in the development of individual work plan. 

Customer Service 

• Adheres to established customer service principles, standards and deliverables;
• Performs other related duties by the Director, Finance and Accounts Branch. 

Required Knowledge, Skills, and Competencies

• Excellent interpersonal skills 
• Teamwork 
• Integrity and Ethics 
• Attention to details 
• Customer Service 
• Planning and organizing 
• Communication 
• Time Management 
• Expert knowledge of administrative and office procedures. 
• Experience in assisting management with the creation of report presentations.
• Knowledge of related Government of Jamaica administration system, the Financial Administration and Audit (FAA) Act, the FAA Act Regulation and FAA Act Instructions, policies and procedures. 
• Basic knowledge of Accounting would be an asset. 

Minimum Required Qualification and Experience

• Associate Degree in Business Administration, Management Studies, Public Administration, Administrative Management or a related field. 
• Three (3) years’ working experience in a related field. 
• Professional certification in Administrative Studies would be beneficial. 

Special Conditions Associated with the Job

• There can be pressure arising from trying to meet critical deadlines. 
• May be required to work beyond the normal working hours; 
• May be required to work on weekends and public holidays;

Please note that only shortlisted applicants will be contacted.