Ministry of Housing
Port of Spain
Job Description
<span style="color: rgb(68, 68, 68); font-size: 16px; letter-spacing: 0.4px; text-align: justify;">The incumbent is required to perform a variety of clerical/secretarial and administrative support duties of limited complexity.&nbsp; 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.&nbsp; Depending on assignment, the incumbent may be required to perform some or the full range of the duties of this position.</span>
Key and Critical Responsibilities
<h6 style="margin-bottom: 0.0001pt; letter-spacing: 0.4px;"><span work="" sans";="" letter-spacing:="" 0.4px;"="" style="font-weight: bolder;">DUTIES AND RESPONSIBILITIES</span></h6><h6 style="margin-bottom: 0.0001pt; letter-spacing: 0.4px;"><font face="Work Sans"><span style="transition-property: all;"><span style="font-weight: bolder;"><br></span></span></font></h6><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px; color: rgb(68, 68, 68); letter-spacing: 0.4px;"><li style="margin-bottom: 0.0001pt;"><span work="" sans";="" font-size:="" 12pt;="" text-align:="" justify;="" text-indent:="" -18pt;="" letter-spacing:="" 0.4px;"="" style="transition-property: all;">Assists in the planning and management of me</span><span work="" sans";="" font-size:="" 12pt;="" text-align:="" justify;="" text-indent:="" -18pt;="" letter-spacing:="" 0.4px;"="" style="transition-property: all;">etings, workshops and conferences:</span></li></ul><p style="margin-bottom: 0.0001pt; color: rgb(68, 68, 68); letter-spacing: 0.4px;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;-&nbsp; &nbsp; prepares agenda;</p><p style="margin-bottom: 0.0001pt; color: rgb(68, 68, 68); letter-spacing: 0.4px;"><span style="transition-property: all; text-align: justify; text-indent: -18pt; letter-spacing: 0.4px;">&nbsp; &nbsp; &nbsp; &nbsp; -&nbsp; &nbsp; issues meeting invitations;</span></p><p style="margin: 0cm 0cm 0.0001pt 18pt; color: rgb(68, 68, 68); letter-spacing: 0.4px; text-align: justify; text-indent: -18pt; line-height: normal;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<span work="" sans";="" letter-spacing:="" 0.4px;"="" style="transition-property: all; text-indent: -18pt; font-size: 16px;">-&nbsp; &nbsp; takes meeting notes;</span></p><p style="margin: 0cm 0cm 0.0001pt 18pt; color: rgb(68, 68, 68); letter-spacing: 0.4px; text-align: justify; text-indent: -18pt; line-height: normal;"><span style="transition-property: all; text-indent: -18pt; letter-spacing: 0.4px;">&nbsp; &nbsp; &nbsp; &nbsp; -&nbsp; &nbsp; distribute minutes to participants; and</span><span style="transition-property: all; text-indent: -18pt; letter-spacing: 0.4px;">&nbsp;</span></p><p style="margin-bottom: 0.0001pt; color: rgb(68, 68, 68); letter-spacing: 0.4px;">&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;<span style="transition-property: all; letter-spacing: 0.4px; text-indent: -18pt; text-align: justify;">-&nbsp; &nbsp; undertake relevant follow-up action, as directed.</span></p><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px; color: rgb(68, 68, 68); letter-spacing: 0.4px;"><li style="text-align: left; margin-bottom: 0.0001pt;"><span style="transition-property: all; text-align: justify; text-indent: -18pt; letter-spacing: 0.4px;">Assists in the coordination of travel arrangements by preparing costings, obtaining quotes from travel agencies and performing other related tasks.</span><span style="transition-property: all; text-align: justify; text-indent: -18pt; letter-spacing: 0.4px;">&nbsp; &nbsp;&nbsp;</span></li><li style="text-align: left; margin-bottom: 0.0001pt;"><span lang="EN-US" style="transition-property: all; text-align: justify; text-indent: -18pt; letter-spacing: 0.4px;">Maintains file register and filing system in keeping with established systems and procedures.</span></li><li style="text-align: left; margin-bottom: 0.0001pt;"><span lang="EN-US" style="transition-property: all; text-align: justify; text-indent: -18pt; letter-spacing: 0.4px;">Receives, records, sorts and routes incoming and outgoing correspondence and other documents.</span></li><li style="text-align: left; margin-bottom: 0.0001pt;"><span style="transition-property: all; text-align: justify; text-indent: -18pt; letter-spacing: 0.4px;">Composes and issues routine correspondence; also prepares drafts of more complex correspondence and report of meeting, conferences etc. as directed.&nbsp;</span></li><li style="text-align: left; margin-bottom: 0.0001pt;">Orders, issues, and maintains inventory of supplies<span style="transition-property: all; text-align: justify; letter-spacing: 0.4px; text-indent: -36pt;">&nbsp;and equipment.</span></li><li style="text-align: left; margin-bottom: 0.0001pt;"><span style="transition-property: all; text-align: justify; text-indent: -18pt; letter-spacing: 0.4px;">Assists in the preparation of timesheets and paysheets, vouchers, invoices and requisitions, posts entries in journal and ledger and other routine accounting duties.</span></li><li style="text-align: left; margin-bottom: 0.0001pt;">Files memoranda, letters, reports and other documents.</li><li style="margin-bottom: 0.0001pt;"><span lang="EN-US" style="transition-property: all; letter-spacing: 0.4px; text-indent: -18pt;">Generates a wide variety of documents such as letters, memoranda, minutes, reports, and spreadsheets utilizing appropriate software.</span></li><li style="text-align: left; margin-bottom: 0.0001pt;"><span lang="EN-US" style="transition-property: all; text-align: justify; text-indent: -18pt; letter-spacing: 0.4px;">Attends to queries and ascertains the business of callers and visitors and guides them accordingly.</span><span style="transition-property: all; text-indent: -18pt; letter-spacing: 0.4px;">&nbsp; &nbsp;</span></li><li style="text-align: left; margin-bottom: 0.0001pt;"><span lang="EN-US" style="transition-property: all; text-align: justify; text-indent: -18pt; letter-spacing: 0.4px;">Operates standard office equipment such as photocopiers, scanners, facsimile machine and binders.</span><span style="transition-property: all; text-indent: -18pt; letter-spacing: 0.4px;">&nbsp; &nbsp;&nbsp;</span></li><li style="text-align: left; margin-bottom: 0.0001pt;"><span lang="EN-US" style="transition-property: all; text-align: justify; text-indent: -18pt; letter-spacing: 0.4px;">Assists in the preparation of budgetary and expenditure statement by collecting and inputting relevant data as directed.</span></li></ul><h6 style="letter-spacing: 0.4px;"></h6><h6 style="letter-spacing: 0.4px;"><p style="margin-bottom: 20px;"></p></h6><h6 style="letter-spacing: 0.4px;"></h6><h6 style="letter-spacing: 0.4px;"><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li style="margin-bottom: 0.0001pt;"><span work="" sans";"="" style="transition-property: all;">Undertakes basic information gathering, as directed, and compiles data for entry; enters and/or verifies data.&nbsp;</span></li></ul><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px;"><li style="margin-bottom: 0.0001pt;"><span work="" sans";"="" style="transition-property: all; font-size: 12pt; letter-spacing: 0.4px; color: rgb(68, 68, 68); text-indent: -18pt; text-align: justify;">Performs other related duties as assigned.</span></li></ul></h6>
Key Competency
<p class="MsoNormal" style="margin-bottom: 20px; color: rgb(68, 68, 68); letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;"><span times="" new="" roman";"="" style="transition-property: all;"><span style="transition-property: all; font-weight: bolder;">Knowledge, Skill and Abilities</span></span></p><p class="MsoNormal" style="margin-bottom: 20px; color: rgb(68, 68, 68); letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;"><span work="" sans";="" letter-spacing:="" 0.4px;"="" style="transition-property: all;"></span><span work="" sans";="" letter-spacing:="" 0.4px;"="" style="transition-property: all; font-weight: bolder;">Knowledge</span><span times="" new="" roman";"="" style="transition-property: all;"><span style="transition-property: all; font-weight: bolder;"><br></span></span></p><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px; color: rgb(68, 68, 68); letter-spacing: 0.4px;"><li style="margin-left: 18pt; text-align: justify; text-indent: -18pt;"><span work="" sans";"="" style="transition-property: all;">&nbsp; &nbsp; &nbsp; Knowledge of modern office practices and procedures.</span></li><li style="margin-left: 18pt; text-align: justify; text-indent: -18pt;"><span work="" sans";"="" style="transition-property: all;">&nbsp; &nbsp; </span>&nbsp;&nbsp;<span work="" sans";"="" style="transition-property: all;">Some knowledge of relevant Public Service rules, regulations, instruction and procedures.</span></li></ul><p style="margin-bottom: 20px; color: rgb(68, 68, 68); letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;"><span work="" sans";="" letter-spacing:="" 0.4px;"="" style="transition-property: all; font-weight: bolder;">Skill and Abilities</span><span times="" new="" roman";"="" style="transition-property: all;"><br></span></p><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px; color: rgb(68, 68, 68); letter-spacing: 0.4px;"><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;"><span lang="EN-US" style="transition-property: all; font-family: Wingdings;"></span>&nbsp;&nbsp;&nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;">Proficiency in the use of Microsoft Office Suite.<o:p></o:p></span></li><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;"><span lang="EN-US" style="transition-property: all; font-family: Wingdings;"></span>&nbsp;&nbsp;&nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;">Skill in the use of personal computers.<o:p></o:p></span></li><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;"><span lang="EN-US" style="transition-property: all; font-family: Wingdings;"></span>&nbsp;&nbsp;&nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;">Ability to use e-Government technology platforms.<o:p></o:p></span></li><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;"><span lang="EN-US" style="transition-property: all; font-family: Wingdings;"></span>&nbsp;&nbsp;&nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;">Ability to use the internet for research purposes.</span></li><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;">&nbsp; &nbsp;<span lang="EN-US" style="transition-property: all;">Ability to compose and prepare standard documents such as letters, memoranda, minutes and reports.</span></li><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;">&nbsp; &nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;">Ability to learn assigned tasks of limited complexity and variety readily.</span></li><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;">&nbsp; &nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;">Ability to make arithmetical computation.</span></li><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;">&nbsp; &nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;">Ability to use a computer and other standard office machines such as photocopiers, scanners and facsimile machines.</span></li><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;">&nbsp; &nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;">Ability to communicate effectively both orally and in writing.</span></li><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;">&nbsp; &nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;">Ability to work as part of a team.</span></li><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;">&nbsp; &nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;">Ability to establish and maintain effective working relationships with colleagues and members of the public.</span></li><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;">&nbsp; &nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;">Ability to use initiative to find solutions for simple work-related issues.</span></li></ul><p class="MsoNormal" style="margin-bottom: 20px; color: rgb(68, 68, 68); letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;"><span style="transition-property: all; font-weight: bolder; letter-spacing: 0.4px; text-indent: 0px;">Minimum Experience and Training&nbsp;</span></p><ul style="margin-bottom: 20px; margin-left: 40px; list-style-image: inherit; list-style-type: inherit; padding-left: 0px; color: rgb(68, 68, 68); letter-spacing: 0.4px;"><li style="margin-bottom: 20px; letter-spacing: 0.4px; margin-left: 18pt; text-align: justify; text-indent: -18pt;">&nbsp;&nbsp;&nbsp;&nbsp;<span lang="EN-US" style="transition-property: all;"><span style="transition-property: all; letter-spacing: 0.4px; text-indent: 0px;">Five (5) CXC/GCE O'Level Passes including English Language and Mathematics.</span></span></li></ul>