Administrative Research Assistant

JOB PURPOSE

To provide administrative, paralegal and research support for the Legal Support Division and assists in providing responses to queries made under the Access to Information Act. The incumbent will also assist in the maintenance of the legal and technical databases. 

KEY OUTPUTS

• Filing system maintained; 
• Research for court cases conducted; 
• Responses to queries provided; 
• Research and other data bases maintained; 
• Updates for the maintenance of TAJ’s website submitted; 
• Legal documents produced; 
• Court and other schedules maintained; 
• Reports prepared and submitted. 

KEY RESPONSIBILITIES AREAS

Technical and Professional Duties 

• Prepares letters and/or assists in the preparation of memorandum of understandings (MOUs) for the relevant stakeholders; 
• Prepares draft letters in response to access to information requests; 
• Receives, stamps, peruses, lists all incoming correspondences and updates database; 
• Dispatches and lists outgoing correspondences and files copies accordingly;
• Maintains an appropriate filing system for the recording, storage and easy retrieval of information; 
• Sorts, files and updates Gazettes to database; 
• Designs and types submissions, briefs, training materials, presentations, reports and other materials; 
• Proofreads documents for accuracy, completeness and conformity to established formats; 
• Conducts and/or assists with legal research using various search engines;
• Compiles, stores and retrieves research materials upon request; 
• Maintains the legal and technical specialist database; 
• Reviews and writes critical summaries of research literature as appropriate;
• Examines reports and summarises salient points as necessary; 
• Assists legal officers in the preparation of pleadings and other documents required in the preparation of cases for Court; 
• Assists the Technical Specialists in the preparation of Technical Notes, Manuals, Practice Notes, Private Rulings and other documents required; 
• Prepares and maintains Court and other schedules; 
• Translates legal opinions to Standard English; 
• Assists in the registration of legal officers for internal and external training;
• Provides adequate and appropriate information/response to queries to relevant stakeholders; 
• Prepares debt write-off documents for meetings as required; 
• Provides information for the maintenance of the TAJ’s website upon request;
• Assists in the preparation of the Division’s budget;
• Prepares residency certificates/declaration of residency, permitted accounting period, GCT cash basis, Form 75 and submits to Chief for delivery to taxpayer; and updates database.; 
• Acknowledge receipt of waiver documents from relevant Tax Offices. Print processed waiver letters, file and update database; 
• Creates taxpayer’s adjustment cases and submits for processing; 
• Prepares and submits monthly/annual reports; 
• Supports the identification and management of risks within the organization and by extension the respective area of work; 
• Performs any other related duties as assigned by the Senior Administrative Support and Research Officer. 

PERFORMANCE STANDARDS

This job is satisfactorily performed when: 

• An efficient filing system is maintained; 
• Research for court cases conducted within agreed timeframe; 
• Adequate and appropriate response to queries are provided in a timely manner;
• Research and other data bases are efficiently maintained; 
• Updates for the maintenance of the TAJ’s website is submitted by the stipulated time; 
• Accurate legal documents are produced upon request; 
• All schedules and dates are accurately maintained; 
• All reports prepared and submitted by due date. 

AUTHORITY TO:

• Access confidential information within scope of authority; 
• Respond to queries from the general public and stakeholders;

REQUIRED COMPETENCIES

Specific Knowledge 

• Very good knowledge of administrative and clerical procedures and systems;
• Very good knowledge of customer service policies and procedures;
• Very good knowledge of computer systems and relevant applications; 
• Very good knowledge of Tax Administration Jamaica’s operations, policies and procedures; 
• Knowledge of a range of research methodologies and analytical techniques;
• Working knowledge of the principles of Jamaican tax laws. 

Required Skills and Specialised Techniques 

• Excellent communication and interpersonal skills; 
• Very good decision-making, planning and organizing skills; 
• Very good judgement and analytical skills; 
• Very good time management skill; 
• Very good attention to details. 

Qualification and Experience 

• Bachelor’s Degree in Public Sector Management or Management Studies or an equivalent Social Science discipline; 
• Certificate in Paralegal Studies (would be an asset); 
• Two (2) years work related experience. 

WORKING CONDITIONS

• Normal office environment; 
• May have to deal with irate taxpayers; 
• Travel (5%).

While we thank all applicants for their interest, only short-listed candidates will be contacted.