Senior Secretary (OPS/SS 3)

KEY OUTPUTS

• Proper filing system established and maintained 
• Actual filing conducted 
• Correspondence and documents produced 
• Reports prepared and dispatched 
• Telephone calls screened, directed and messages delivered 
• Budget documents copied, sorted and distributed. 
• Incoming and outgoing mails registered and distributed. 
• Circulars distributed 
• Budget documents prepared 
• Documents photocopied 
• Diary maintained/appointments scheduled 
• Letters containing valuables duly secured using registry system 
• Minute Sheets maintained for all active files 

KEY RESPONSIBILITY AREAS

Technical/Professional Responsibilities 

• Reproduces various documents from drafts prepared by the Director using a personal computer. 
• Maintains filing system and ensures that files are readily available upon request by Director
• Prepares, records, and dispatch outgoing mails 
• Ensures that incoming mail is sorted, recorded, and dispatched to relevant officers.
• Receives and makes telephone calls, incoming calls directed to relevant officers, or messages taken and delivered. 
• Receives/host visitors and directs them to officers. 
• Documents photocopied and faxed as requested by Director 
• Budget Documents and circulars copied/scanned and sorted into units for general distribution. 
• Prepares and updates minute sheets for all transaction files. 
• Maintains e-mail accounts for the Division by monitoring, collecting, and delivering messages. 
• Monitors Budgets submitted electronically; print/bring to the attention of the Director, Management Accounts for appropriate action to be taken. 
• Types individual and unit work plans from drafts. 
• Records and generates minutes of meeting. 
• Schedules and arranges meetings 
• Assists in preparing standard weekly/monthly/quarterly reports for submission to Principal Finance Officer and the Ministry of Finance and the Public Service.

OTHER RESPONSIBILITY 

• Performs any other related duties as directed by Director, Management Accounts Unit or Principal Finance Officer. 

PERFORMANCE STANDARDS

• Proper filing system maintained with efficiency and effectiveness 
• Files maintained and updated on a regular basis. 
• Minutes prepared promptly on adjournment of meeting and distributed to the relevant officers. 
• Telephone answered promptly and calls directed to the respective officer(s)
• Telephone calls made to Ministry’s, Departments, and Agencies as needs arise, and information relayed timely and accurately. 
• Documents photocopied and faxed as required 
• Messages recorded accurately and forward promptly. 
• Confidentiality exercised at all times. 
• Diary maintained accurately and appointments scheduled on a daily basis.
• Mails sorted and dispatched /filed promptly. 
• Budget and understanding of Government of Jamaica Budgetary Procedures.
• Electronic documents monitored and submitted for action to be taken. 

REQUIRED COMPETENCIES

Core 

• ? Good interpersonal skills 
• ? Good oral and written communication skills 
• ? Excellent customer relations and quality focus skills 
• ? Good teamwork and cooperation skills 
• ? Good Time Management skills 
• ? Good problem-solving and conflict-management skills 
• ? Good planning and organizing skills 

Technical 

• ? Proficiency in typewriting at a speed of 50-55 w.p.m. 
• ? Proficient in relevant Software Applications 
• ? Sound knowledge of web-based research techniques 
• ? Knowledge of the operations of Government/Knowledge of the Ministry’s policies and procedures 

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Two (2) or more CXC/GCE O’ Level subjects including English Language
• Successful completion of the Certificate in Administrative Management Level 2, from the Management Institute for National Development (MIND) or any Accredited Secretarial Studies 
• Proficiency in typewriting at 50-55 words per minute, plus shorthand 100-120 wpm
• 4-5 years general office experience 

OR 

• Graduate from an accredited school of Secretarial Studies 
• English Language at CXC/GCE O’ Level along with other relevant subjects
• Successful completion of the Certificate in Administrative Management Level 2 from the Management Institute for National Development (MIND). 
• Proficient in typewriting at 50-55 words per minute, plus shorthand 100-120 wpm
• Training in the relevant software applications e.g., word processing, database, and spreadsheet 
• 4-5 years general office experience

OR 

• Successful completion of the Certified Professional Secretary course 
• English Language at CXC/GCE ‘O’ level along with other relevant subjects
• Successful completion of the Certificate in Administrative Management Level 2 from the Management Institute for National Development (MIND). 
• Proficiency in typewriting at 50-55 words per minute, and shorthand 100-120 wpm
• Training in the relevant software applications e.g., word processing, database and spreadsheet 
• 4-5 years general office experience 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Nil 

AUTHORITY

• Nil 

Please note that we thank all for responding, but only short-listed applicants will be contacted.