Job Description
<div> <span style="font-family: " work="" sans";"=""> </span><span style="font-family: " work="" sans";"=""> </span><span style="font-family: " work="" sans";"=""> </span><span style="font-family: " work="" sans";"=""> </span><table cellspacing="0" cellpadding="0" hspace="0" vspace="0" align="left"><tbody><tr><td valign="top" align="left" style="padding-top:0cm;padding-right:9.0pt; padding-bottom:0cm;padding-left:9.0pt"><span style="font-family: " work="" sans";"=""> </span><p class="MsoNormal" style="margin-bottom:0cm;margin-bottom:.0001pt;line-height: normal;mso-layout-grid-align:none;text-autospace:none;mso-element:frame; mso-element-frame-hspace:9.0pt;mso-element-wrap:around;mso-element-anchor-horizontal: margin;mso-element-top:30.0pt;mso-height-rule:exactly"><span style="font-family: " work="" sans";"="">The incumbent is required to perform a variety of clerical/secretarial and administrative support duties of limited</span>&nbsp;<span style="letter-spacing: 0.4px; font-family: " work="" sans";"="">complexity. Work involves assisting in the planning and management of meetings; opening, sorting, and routing of</span><span style="letter-spacing: 0.4px;">&nbsp;</span><span style="letter-spacing: 0.4px; font-family: " work="" sans";"="">mail; maintaining records and files; performing routine accounting duties and generating a wide variety of</span><span style="letter-spacing: 0.4px;">&nbsp;</span><span style="letter-spacing: 0.4px; font-family: " work="" sans";"="">documents utilizing appropriate software. Depending on the 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></p><p class="MsoNormal" style="margin-bottom:0cm;margin-bottom:.0001pt;line-height: normal;mso-layout-grid-align:none;text-autospace:none;mso-element:frame; mso-element-frame-hspace:9.0pt;mso-element-wrap:around;mso-element-anchor-horizontal: margin;mso-element-top:30.0pt;mso-height-rule:exactly"><span style="letter-spacing: 0.4px; font-family: " work="" sans";"=""><br></span></p><p class="MsoNormal" style="margin-bottom:0cm;margin-bottom:.0001pt;line-height: normal;mso-layout-grid-align:none;text-autospace:none;mso-element:frame; mso-element-frame-hspace:9.0pt;mso-element-wrap:around;mso-element-anchor-horizontal: margin;mso-element-top:30.0pt;mso-height-rule:exactly"><o:p></o:p></p><span style="font-family: " work="" sans";"=""> </span></td></tr></tbody></table><br></div><br>
Key and Critical Responsibilities
<ul><li>Assists in the planning and management of meetings, workshops and conferences:</li></ul><p>&nbsp; &nbsp; - prepare agendas;<br></p><p>&nbsp;&nbsp;&nbsp;&nbsp;-issues meeting invitations;</p><p>&nbsp;&nbsp;&nbsp;&nbsp;-takes meeting notes;</p><p>&nbsp;&nbsp;&nbsp;&nbsp;-distributes minutes to participants; and</p><p>&nbsp;&nbsp;&nbsp;&nbsp;-undertakes relevant follow-up action, as directed</p><ul><li>Assists in the coordination of travel arrangements by preparing costings, obtaining quotes from travel agencies, and performing other related tasks.</li><li><p class="MsoNormal" style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Maintains file register and filing system in keeping with established systems and procedures.</span></p><p class="MsoNormal" style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;"><o:p></o:p></span></p></li><li><p class="MsoNormal" style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;"></span></p><p class="MsoNormal" style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Receives, records, sorts, and routes incoming and outgoing correspondence, and other documents.<o:p></o:p></span></p></li><li><p class="MsoNormal" style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;"></span></p><p class="MsoNormal" style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Composes and issues routine correspondence; also prepares drafts of more complex correspondence and reports of meetings, conferences, etc. as directed.<o:p></o:p></span></p></li><li>Orders, issues and maintains an inventory of supplies and equipment.</li><li>Assists in the preparation of timesheets and paysheets, vouchers, invoices, and requisitions; posts entries in journals and ledgers and other routine accounting duties.</li><li><span style="line-height: 110%;">Files memoranda, letters, reports, and other documents.</span><br></li><li>Generates a wide variety of documents such as letters, memoranda, minutes, reports, and spreadsheets utilizing appropriate software.</li><li>Attends to queries and ascertains the business of callers and visitors and guides them accordingly.</li><li>Assists in the preparation of budgetary and expenditure statements by collecting and inputting relevant data as directed.</li><li><span style="line-height: 110%;">Operates standard office equipment such as photocopiers, scanners, facsimile machines, and binders.</span></li><li><span style="line-height: 110%;"><p class="MsoNormal" style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Assists in the preparation of budgetary and expenditure statements by collecting and inputting relevant data as directed.</span></p></span></li><li>Undertakes basic information gathering, as directed, and compiles data for entry; enters and/or verifies data.</li><li>Performs other related duties as assigned.<br></li></ul><p><br></p><p style="margin-bottom: 0px;"><br style="letter-spacing: 0.4px;"></p><p><br></p>
Key Competency
<p><span style="line-height: 110%;"><b>KNOWLEDGE:</b></span></p><ul><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Knowledge of modern office practices and procedures.<o:p></o:p></span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Some knowledge of relevant Public Service rules, reg</span><span style="line-height: 115%;">ulations, instructions, and procedur</span><span style="font-size:12.0pt;line-height:115%; font-family:" times="" new="" roman",serif"="">es.</span></li></ul><p style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="font-size:12.0pt;line-height:115%; font-family:" times="" new="" roman",serif"=""><br></span></p><p style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="font-size:12.0pt;line-height:115%; font-family:" times="" new="" roman",serif"=""></span></p><p class="MsoNormal"><b>SKILLS AND ABILITIES:</b></p><ul><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Proficiency in the use of Microsoft Office Suite.<o:p></o:p></span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Skill in the use of personal computers.<o:p></o:p></span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Ability to use e-Government technology platforms.<o:p></o:p></span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Ability to use the internet for research purposes.<o:p></o:p></span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Ability to compose and prepare documents such as letters, memoranda, minutes, and reports.<o:p></o:p></span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Ability to learn assigned tasks of limited complexity and variety readily.<o:p></o:p></span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Ability to make arithmetical computations.<o:p></o:p></span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Ability to use a computer and other standard office machines such as photocopiers, scanners, and facsimile machines.<o:p></o:p></span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Ability to communicate effectively, both orally and in writing.<o:p></o:p></span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Ability to work as part of a team<o:p></o:p></span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Ability to establish and maintain effective working relationships with colleagues and the public.</span></li><li style="margin-bottom: 0.0001pt; line-height: 115%;"><span style="line-height: 115%;">Ability to use initiative to find solutions for simple work-related issues.<font face="Times New Roman, serif"><span style="font-size: 12pt;"><o:p></o:p></span></font></span></li></ul><p class="MsoNormal"><b><br></b><o:p></o:p></p><p> <b><span style="font-size: 12pt; line-height: 110%; font-family: " work="" sans";"="">MINIMUM EXPERIENCE AND TRAINING, SPECIAL REQUIREMENT:</span></b></p><ul><li><span style="font-size: 10pt; line-height: 110%; font-family: " work="" sans";"="">Five (5) CXC/GCE O Level passes including English Language and Mathematics.</span><b><span style="font-size: 12pt; line-height: 110%; font-family: " work="" sans";"=""><br></span></b><span style="font-family: " work="" sans";"=""></span><br></li></ul>