Job Title: Administrative Assistant - Finance and Accounts Division
Summary for Position:
The Administrative Assistant is responsible for the effective discharging of the general administrative and secretarial functions of the assigned area to ensure its smooth and efficient operation.
Major Duties and Responsibility:
- Manage mail and messenger services, prepare correspondences and schedule appointments.
- Maintain records including circulars for easy retrieval by regularly filing of documents including electronically.
- Draft responses to incoming mail and proofread all outgoing responses for accuracy.
- Screen incoming calls and respond independently when necessary.
- Compose and prepare confidential correspondences, reports and other documents.
- Create and maintain database and spread-sheet files as per request
- Set up and coordinate department meetings and other meetings as directed
- Perform secretarial and administrative support for the efficient operation of Committees and Divisional meetings as assigned.
- Assist with the preparation of monthly and other reports (e.g. financial), as requested
- Prepare and submit the Division’s Attendance Register and annual Vacation Leave Roster
- Assist in the implementation of the Documented Environmental Plan
- Maintain the activities embodied in the Organization’s Quality Policy.
- Procure stationery and other office supplies
- Assist with the implementation of team-building activities
- Perform any other related duties as requested
- Minimum Educational Requirements:
- Diploma in Business Administration or Certified Professional Secretary Designation
- Graduate of a Secretarial school with typewriting at 50 wpm and shorthand/speed writing 80 wpm
- Intermediate or advanced literacy of Microsoft Office Suite (Word, Excel, PowerPoint)
- General knowledge of accounting principles and procedures.
- Minimum of two (2) years experience in a similar position.
- Knowledge, Skills and Abilities:
- Working knowledge of Public Bodies Management & Accountability Act (PBMA), GOJ Procurement Guidelines and the Financial Administration and Audit Act (FAA)
- Excellent interpersonal, human relations and communication skills
- Excellent customer service attitude
- Good minutes and report writing skills
- Good analytical skills, stress management and decision-making skills
- Good planning and organizational skills
- Highly confidential and works on their own initiative
6 Winchester Road
Kingston 10
Email: HRMD@bsj.org.jm
Please note that while we appreciate all applications, only shortlisted applicants will be contacted.