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