Senior Secretary (OPS/SS 3)

Reference
VAC-30855
Contract Type
Full-Time
Industries
Secretarial Administrative & Clerical
Location
Kingston
Salary
Competitive Salary
Date Posted
06/02/2019
Expiry Date
20/02/2019
The Cannabis Licensing Authority (the “Authority) invites applications for the position of Senior Secretary (OPS/SS 3).
 

JOB PURPOSE:

To provide secretarial and administrative support to the Licensing and Applications or the Enforcement and Monitoring Divisions

 

KEY RESPONSIBILITIES:

  • Responds to routine and other correspondence in consultation with the Director;
  • Reproduces manuscripts and briefs prepared by or as directed by the Director;
  • Takes dictation and reproduces notes in an accurate and presentable manner;
  • Processes incoming and outgoing correspondence and distributes them in accordance with established guidelines;
  • Assembles and disseminates information to internal and external personnel as directed;
  • Records, reproduces and circulates Minutes of meetings to relevant Stakeholders in accordance with established guidelines;
  • Organizes meetings hosted by the Division and ensures that all supporting documentation is prepared/made available to the Director;
  • Maintains schedules of meetings and special appointments for the Director, advising of matters requiring prompt attention;
  • Receives and makes telephone calls for the Director as required for the general operations of the Division;
  • Receives/Hosts visitors to the Director;
  • Establishes and maintains a system for the control of confidential files that allows for security and speedy retrieval of documents/information in accordance with established standards;
  • Administers and ensures maintenance of adequate supply of stationery and other office supplies for the Division;
  • Conducts research and prepares reports as directed by the Director.
  • Creates, stores catalogue and maintains the Division’s computerized and paper-based documents files
  • Supports the daily operations of the Division as necessary
  • Plans events as necessary in collaboration with Communications personnel
  • Performs any other duties assigned by the Director

 

REQUIRED KNOWLEDGE, SKILLS AND COMPETENCIES

  • Good written and oral communication skills
  • Excellent planning and organizing skills
  • Good time management skills
  • Good Interpersonal skills
  • Goal/results oriented
  • Good team work and Cooperation
  • Problem Solving and Decision Making
  • High level of confidentiality
  • Knowledge of the operations of Government/knowledge of the Ministry’s policies and procedures
  • Sound knowledge of web-based research techniques
  • Proficient in the use of relevant computer Applications
  • Sound knowledge of Secretarial practices and procedures
  • Good telephone techniques
  • Proficient in Shorthand at a speed of 100-120 w.p.m.
  • Proficient in Typewriting at a speed of 50-55 w.p.m.

 

QUALIFICATIONS AND EXPERIENCE:

  • Four (4) CXC or GCE ‘O’Level subjects including English Language; successful completion of the prescribed Secretarial Course of study at the Management Institute for National Development (MIND) or any Accredited Secretarial Studies, proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus four (4) to five (5) years’ general office experience;

OR

  • Graduation from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, training in the use of a variety of software applications e.g., word processing, database and spread sheets; English Language at CXC or GCE ‘O’Level; completion of the appropriate Office Professional Training Course at the Management Institute  for  National  Development,  plus  four  (4)  to  five  (5)  years’  general  office experience;

OR

  • Successful completion of the Certified Professional Secretary course; proficient in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; English Language at CXC or GCE ‘O’Level; training in the use of a variety of software applications and four (4) to five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development.

 

Salary range: (OPS/SS 3) $887,418 to $1,054,861 per annum plus any allowances attached to this post

 

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