Secretary 2 (OPS/SS 2)

Key Responsibilities

Management And Administrative

• Collaborates with supervisor in the development of Unit and Individual Work Plan;
• Assists in arranging meetings based on the direction of the Chief Internal Auditor.

Technical/Professional

• Provides secretarial services to the Chief Internal Auditor, Internal Audit Branch by:
  • Ensuring that incoming correspondence are scheduled and processed on a priority basis;
  • Ensuring circulation of Memoranda, Circulars and other documents within the Internal Audit Branch;
  • Checking for errors and other adjustments made when draft queries are typed;
  • Collating and submitting Audit Reports in accordance with established time frames and formats to the CIA;
  • Preparing Minutes of Staff Meetings convened by Chief Internal Auditor;
  • Maintaining an Incoming and Outgoing mail/correspondence Register;
  • Dispatching outgoing mail/correspondence on a daily basis as directed; and ensuring that the Registry submits the relevant files in a timely manner to the Chief Internal Auditor.
• Prepares and manages correspondence in a timely and professional manner by:
  • Processing correspondence received in the Branch by drafting letters, circulars or memos as directed by CIA
  • Writing letters and memoranda necessary for the work of the Department to be properly performed
  • Following-up on correspondence to see that replies are prepared and submitted where necessary
  • Taking files and documentation to responsible officers for timely action
  • Re-routing files and correspondence to section supervisors accordingly and
  • Maintaining a third copy file for the CIA;
• Participates in the performance management process by assisting with the development of Individual Work Plans as directed; and contributing to the formal and informal performance evaluations as directed;
• Monitors daily Attendance Register and prepares Monthly Attendance Reports;
• Plans, organizes, directs, and controls the secretarial operations of the Unit by ensuring the suitability of filing systems to facilitate effective storage and retrieval of correspondence and documents.
• Meets regularly with Chief Internal Auditor to discuss departmental accomplishments and challenges and develop improvement strategies;
• Attends regular monthly meetings of the Department and ensures that proper records of all other meetings are kept in readiness for use by relevant personnel;
• Participates in and attends meetings as directed;
• Assists in maintaining a healthy and clean office environment;
• Answers the telephone in keeping with the promise and standard outlined in Citizen's Charter;
• Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables.

Required Knowledge, Skills, and Competencies

• Excellent oral and written communication skills;
• Excellent interpersonal skills;
• Excellent planning and organizing skills;
• Excellent problem-solving and decision making skills;
• Integrity
• Initiative
• Knowledge of Office procedures and practices
• Knowledge of The operation of Government/ Department policies and procedures
• Knowledge of Proficiency in typewriting at a speed of 40-45 words per minute
• Knowledge of Proficiency in shorthand at a speed of 80-100
• Ability to reproduce minutes
• Knowledge of Records Management

Minimum Required Qualification and Experience

• CXC or GCE ‘O’ Level English Language or equivalent with proficiency in typewriting at a speed of 40-45 words per minute; successful completion of the prescribed Office Professional Training Course at the Management Institute for National Development (MIND);
• CXC or GCE ‘O’ Level English Language with proficiency in typewriting at a speed of 40- 45 words per minute and training in word processing and spreadsheet applications. Graduated from an accredited Secretarial School with at least three (3) years’ experience in the field;
• At this level, Shorthand at a speed of 80-100 words per minute would be an asset.

Special Conditions Associated With The Job:

• Normal office conditions
• May be required to work beyond normal working hours.
• Prolonged use of computer.

Please note that only shortlisted applicants will be contacted.