Job Description
<div style="text-align: justify; ">The incumbent is required to perform a variety of clerical/secretarial and administrative support duties of limited&nbsp;<span style="letter-spacing: 0.4px;">complexity. Work involves assisting in the planning and management of meetings; opening, sorting and routing of&nbsp;</span><span style="letter-spacing: 0.4px;">mail; maintaining records and files; performing routine accounting duties and generating a wide variety of&nbsp;</span><span style="letter-spacing: 0.4px;">documents utilising appropriate software. Depending on assignment, the incumbent may be required to perform&nbsp;</span><span style="letter-spacing: 0.4px;">some or the full range of the duties of this position.</span></div>
Key and Critical Responsibilities
<ul><li><div style="text-align: justify;"><span style="letter-spacing: 0.4px;">Assists in the planning and management of meetings, workshops and conferences;</span></div><ul><li style="text-align: justify; ">prepares agendas;&nbsp;</li><li style="text-align: justify; "><span style="letter-spacing: 0.4px;">issues meeting invitations;&nbsp;</span></li><li style="text-align: justify; "><span style="letter-spacing: 0.4px;">takes meeting notes; </span></li><li style="text-align: justify; "><span style="letter-spacing: 0.4px;">distributes minutes to participants; and </span></li><li style="text-align: justify; "><span style="letter-spacing: 0.4px;">undertakes relevant follow-up action, as directed.</span></li></ul></li><li style="text-align: justify;">Assists in the coordination of travel arrangements by preparing costings, obtaining quotes from travel agencies and performing other related tasks.</li><li style="text-align: justify;">Maintains file register and filing system in keeping with established systems and procedures.</li><li style="text-align: justify;">Receives, records, sorts and routes incoming and outgoing correspondence and other documents.</li><li style="text-align: justify;">Composes and issues routine correspondence; also prepares drafts of more complex correspondence and reports of meetings, conferences etc. as directed.</li><li style="text-align: justify;">Orders, issues, and maintains inventory of supplies and equipment.</li><li style="text-align: justify;">Assists in the preparation of timesheets and paysheets, vouchers, invoices and requisitions; posts entries&nbsp;<span style="letter-spacing: 0.4px;">in journals and ledgers and other routine accounting duties.</span></li><li style="text-align: justify;">Files memoranda, letters, reports and other documents.</li><li style="text-align: justify;">Generates a wide variety of documents such as letters, memoranda, minutes, reports, and spreadsheets&nbsp;<span style="letter-spacing: 0.4px;">utilizing appropriate software.</span></li><li style="text-align: justify;">Attends to queries and ascertains the business of callers and visitors and guides them accordingly.</li><li style="text-align: justify;">Operates standard office equipment such as photocopiers, scanners, facsimile machines and binders.</li><li style="text-align: justify;">Assists in the preparation of budgetary and expenditure statement by collecting and inputting relevant data as directed.</li><li style="text-align: justify;">Undertakes basic information gathering, as directed, and compiles data for entry; enters and/ or verifies data.</li><li style="text-align: justify;">Performs other related duties as assigned.</li></ul>
Key Competency
<p style="text-align: justify;"><b><u>Knowledge:</u></b></p><ul><li style="text-align: justify;">Knowledge of modern office practices and procedures.</li><li style="text-align: justify; ">Some knowledge of relevant Public Service rules, regulations, instructions and procedures.</li></ul><p style="text-align: justify;"><br></p><p style="text-align: justify;"><b><u>Skills and Abilities:</u></b></p><ul><li style="text-align: justify;">Proficiency in the use of Microsoft Office Suite.</li><li style="text-align: justify;">Skill in the use of personal computers.</li><li style="text-align: justify;">Ability to use e-Government technology platforms.</li><li style="text-align: justify;">Ability to use the internet for research purposes.</li><li style="text-align: justify;">Ability to compose and prepare documents such as letters, memoranda, minutes and reports.</li><li style="text-align: justify;">Ability to learn assigned tasks of limited complexity and variety readily.</li><li style="text-align: justify;">Ability to make arithmetical computations.</li><li style="text-align: justify;">Ability to use a computer and other standard office machines such as photocopiers, scanners and facsimile machines.</li><li style="text-align: justify;">Ability to communicate effectively, both orally and in writing.</li><li style="text-align: justify;">Ability to work as part of a team.</li><li style="text-align: justify;">Ability to establish and maintain effective working relationships with colleagues and the public.</li><li style="text-align: justify;">Ability to use initiative to find solutions for simple work related issues.</li></ul><p style="text-align: justify;"><br></p><p style="text-align: justify;"><b><u>Minimum Experience and Training;</u></b></p><ul><li style="text-align: justify;">Five (5) CXC/GCE O Level passes including English Language and Mathematics.<br></li></ul><p><br></p><p><br></p>