Business Operations Assistant I

JOB PURPOSE:

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 utilising appropriate software. Depending on assignment, the incumbent may be required to perform some or the full range of the duties of this position.

REPORTS TO:

• Business Operations Assistant II or designated officer

SUPERVISION GIVEN TO:

• N/A

DUTIES AND RESPONSIBILITIES:

• 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.
• Assists in the coordination of travel arrangements by preparing costings, obtaining quotes from travel agencies and performing other related tasks.
• Maintains file register and filing system in keeping with established systems and procedures.
• Receives, records, sorts and routes incoming and outgoing correspondence and other documents.
• Composes and issues routine correspondence; also prepares drafts of more complex correspondence and reports of meetings, conferences etc. as directed.
• Orders, issues, and maintains inventory of supplies and equipment.
• Assists in the preparation of timesheets and paysheets, vouchers, invoices and requisitions; posts entries in journals and ledgers and other routine accounting duties.
• Files memoranda, letters, reports and other documents.
• Generates a wide variety of documents such as letters, memoranda, minutes, reports, and spreadsheets utilizing appropriate software.
• Attends to queries and ascertains the business of callers and visitors and guides them accordingly.
• Operates standard office equipment such as photocopiers, scanners, facsimile machines and binders.
• Assists in the preparation of budgetary and expenditure statement by collecting and inputting relevant data as directed.
• Undertakes basic information gathering, as directed, and compiles data for entry, enters and/ or verifies data.
• Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE:

• Knowledge of modern office practices and procedures.
• Some knowledge of relevant Public Service rules, regulations, instructions and procedures.

SKILLS AND ABILITIES:

• Proficiency in the use of Microsoft Office Suite.
• Skill in the use of personal computers.
• Ability to use e-Government technology platforms.
• Ability to use the internet for research purposes.
• Ability to compose and prepare documents such as letters, memoranda, minutes and reports.
• Ability to learn assigned tasks of limited complexity and variety readily.
• Ability to make arithmetical computations.
• Ability to use a computer and other standard office machines such as photocopiers, scanners and facsimile machines.
• Ability to communicate effectively, both orally and in writing.
• Ability to work as part of a team.
• Ability to establish and maintain effective working relationships with colleagues and the public.
• Ability to use initiative to find solutions for simple work related issues.

MINIMUM EXPERIENCE AND TRAINING:

• Five (5) CXC/GCE O Level passes including English Language and Mathematics.