Administrative Assistant

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.

Experience:

• 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