Executive Secretary 1 (OPS/SS 4)

Job Purpose

The Executive Secretary will provide administrative support to the Principal Finance Officer in order to ensure that the operations of the office are effective and efficient in relation to communications and work assignment between the Principal Finance Officer, his/her direct reports and the Permanent Secretary. 

Key Responsibilities

• Liaises with Senior Heads of Sections and personnel outside of the Division to facilitate administrative support; 
• Monitors the flow of incoming and outgoing correspondence and refers to Principal Finance Officer (PFO) for appropriate action; 
• Prepares correspondence including letters, memoranda, internal circulars, reports and schedules; 
• Attends meetings organized by the PFO and prepares Minutes regarding the deliberations, decisions taken and tasks assigned for subsequent distribution to participants; 
• Prepares Minutes regarding acting appointments and resignations for signature by the PFO; 
• Independently composes letters and memos for supervisor’s signature and answers routine requests for information; 
• Gathers, organizes and tabulates specialized information for supervisor’s use in completing reports; 
• Sets up, organizes and maintains active manual filing and retrieval systems;
• Assists PFO in managing schedule for meetings by use of electronic calendar;
• Prepares invoices and monitors collection of rent for sublease of office on behalf of the Ministry;
• Receives correspondence from PFO and routes to designated officers/Division Agencies;
• Receives and screens telephone calls/visitors and refers for necessary action to relevant officers; 
• Performs general clerical duties to include, but not limited to, photocopy, faxing, mailing and filing of correspondence; 
• Composes and arranges for dispatch of requests to the bank for the provision of foreign exchange, to facilitate the foreign travel of Ministry officials; 
• Maintains inventory of stationery supplies in addition to ordering and distributing stationery for members of staff and Directors of the Finance and Accounts Division;
• Responds to queries; 
• Sources and supplies information/documents for the PFO; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Good interpersonal skills 
• Compliance 
• Goal/result oriented 
• Good planning and organizing skills 
• Good problem-solving skills 
• Teamwork and corporation 
• Ability to use own initiative 
• Integrity 

Technical: 

• Use of technology (relevant computer applications) 
• Excellent knowledge of Government operations and protocol 
• Excellent typing skills 
• Ability to manage workloads and prioritize amongst conflicting demands
• Good records management skills 
• Ability to maintain calendars and schedule appointments 
• Ability to create, compose, and edit written material 

Minimum Required Qualification and Experience

• 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 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 five (5) years’ general office experience; 

OR 

• Successful completion of the Certified Professional Secretary course; proficiency 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 five (5) years’ general office experience plus the appropriate Office Professional Training Course at the Management Institute for National Development. 

Special Conditions Associated with the Job

• May be required to work beyond normal working hours; 
• Prolonged use of computer.

Please note that only shortlisted applicants will be contacted.