Secretary 2 (OPS/SS 2) - Port Antonio Post Office

Key Responsibilities

Management/Administrative: 

• Collaborates with Supervisor in the development of Unit and Individual Work Plan;
• Assists in arranging staff meetings or any other meetings on the direction of the Regional Manager. 

Technical/Professional: 

• Types letters, memoranda, reports and other documents from hand-written notes and drafts same for the Regional Manager; 
• Receives, opens, sorts, records and dispatches incoming mail/correspondence;
• Maintains records of correspondences sent to/received from other Departments;
• Proofreads, verifies and reviews material and records/reports for accuracy and completeness; 
• Records and prepares Minutes for meetings; 
• Researches and compiles information as required by Regional Manager;
• Receives telephone calls, records messages and makes contact with internal personnel to obtain and/or disseminate information within scope of authority; 
• Maintains an efficient Records Management system; 
• Maintains calendar of activities, meetings and various events for the Regional Manager;
• Dispatches forms for completion, on a monthly basis, to Post Offices in a timely manner;
• Collates mail and statistics from Post Offices and submits to Mail Planning for the monthly Statistical report; 
• Completes monthly Regional reports. 
• Maintains records of Branch Managers’ E1 cards, leave application forms and prepares updates on the resumption of all staff members; 
• Performs any other related duties that may be assigned from time to time by supervisor. 

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; 
• Knowledge of Staff Orders and the Public Service Regulations; 
• Knowledge of the Postal Industry and its Operations; 
• 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); 

OR 

• 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

• May be required to work beyond normal working hours; 
• Prolonged use of computer. 

Please note that only shortlisted applicants will be contacted.