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Secretary 2 (OPS/SS 2) – Offender Management

Date Posted
19th June 2017
Reference
VAC-26106
Sector
Secretarial, Administrative & Clerical
Job Type
Permanent
Location
Kingston
Salary
Not Disclosed

Job Summary

To support the operations of the Inspectorate Unit by providing efficient and effective secretarial and administrative support services to the Director, Inspectorate.

Job Description

The duties and responsibilities include but are not limited to the following:

KEY RESPONSIBILITIES:

  • Types forms, letters, Minutes, memoranda and other correspondence;
  • Manages internal filing system for all Inspectorate files;
  • Processes incoming and outgoing correspondence;
  • Distributes incoming mail and other material and drafts response to routine letters;
  • Prepares correspondence and reports for dispatch;
  • Schedules meetings and appointment for Director Inspectorate;
  • Prepares Minutes of meetings and circulates to attendees;
  • Manages database of investigations and generates reports upon request;
  • Receives and records telephone messages and forwards to appropriate officers;
  • Screens visitors and callers to determine the nature of their calls/visit and refers them to the relevant personnel according to their needs;
  • Deals with complaints, requests and issues routine information regarding administrative matters;
  • Requests and collects stationery for the Unit;
  • Operates office equipment such as fax machines, copiers etc.

 

REQUIRED COMPETENCIES:

  • Ability to present material/work in graph and tables
  • Good time management skills
  • Knowledge of Laws governing Correctional Services Institutions
  • Knowledge of Database Management

 

MINIMUM QUALIFICATION & EXPERIENCE:

  • CXC/GCE O’ Level English Language or equivalent;
  • Proficiency in typewriting at a speed of 40-45 words per minute;
  • Successful completion of Certificate in Administrative Management Level 1 (CAM 1) from the Management Institute for National Development
  • At least two (2) years experience in the secretarial field

OR

  • CXC/GCE O’ Level English Language or equivalent;
  • Training in word processing and spreadsheet applications
  • Graduate from an accredited Secretarial School
  • At least three(3) years experience in the secretarial field
  • Shorthand at a speed of 80-100 words per minute would be an asset

 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

  • Critical deadlines for completion of assignments.
  • May be required to work beyond the normal working hours
  • May be required to work on weekends and public holidays

 

Salary Scale: $642,294.00 - $763,485.00  Per Annum

 

Please note that we thank all for responding but only shortlisted applicants will be contacted.

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