Secretary (OPS/SS 2)

KEY RESPONSIBILITY AREAS

• Types letters, memoranda, press releases, manuscripts, notices, audio-visual forms, library forms etc.
• Takes and reproduces minutes of meetings. 
• Receives visitors courteously, ascertain purpose of visit and escorted them accordingly.
• Answers the telephone and places calls. 
• Logs all telephone calls from the Division 
• Processes telephone bills for the Division 
• Maintains the general filing system in collaboration with the Senior Secretary 
• Updates leave register 
• Prepares requisitions, processes invoices and receives goods and deliveries. 
• Receives logs and dispatches incoming and outgoing mail. 
• Assists with collating information for the preparation of reports 
• Distributes stationery and updates stationery record 
• Assists with photocopying of documents 

MINIMUM QUALIFICATION/EXPERIENCE

• Four (4) GCE Ordinary level or CXC Subjects including English Language and Mathematics or Accounts
• Certificate in secretarial training 
• Two (2) years’ experience in a similar capacity 
• Shorthand at a speed of 80-100 words per minute 

TECHNICAL COMPETENCIES

• Office Procedures 
• Typewriting at a speed of 40-45 words per minute 
• Proficiency in Microsoft Word 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• May be asked to assist with preparation of materials for exhibitions and lectures on non-Christian religious ceremonies and rituals, and work outside the normal working hours.