Ministry of Culture and Community Development
Port of Spain
Job Description
<div style="text-align: justify;"><span style="letter-spacing: 0.4px;">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 gathering a wide variety of documents utilising appropriate software. Depending on assignment, the incumbent may be required to perform some or the full range of the duties of this position.</span></div><div style="text-align: justify;"><b style="letter-spacing: 0.4px;">REPORTS TO: </b><span style="letter-spacing: 0.4px;">Business Operations </span>Assistant<span style="letter-spacing: 0.4px;">&nbsp;II or designated officer.</span></div>
Key and Critical Responsibilities
<ul><li style="text-align: justify; ">Assists in the planning and management of meetings, workshops and conferences: prepares agendas; issues meeting invitations; takes meeting notes; distributes minutes to participants; and undertakes relevant follow-up action, as directed.</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 in journals and ledgers and other routine accounting duties.</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 utilizing appropriate software.</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.&nbsp;</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 complies data for entry; enters and/or verifies data.</li><li style="text-align: justify; ">Performs other related duties as assigned.</li></ul>
Key Competency
<ul><li>Knowledge of modern office practices and procedures.</li><li>Some knowledge of relevant Public Service rules, regulations, instructions and procedures.</li><li>Proficiency in the use of Microsoft Office Suite.</li><li>Skill in the use of personal computers.</li><li>Ability to use e-Government technology platforms.</li><li>Ability to use the internet for research purposes.</li><li>Ability to compose and prepare documents such as letters, memoranda, minutes and reports.</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.</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.</li><li>Ability to use initiative to find solutions for simple work related issues.</li></ul>