Secretary 2 (OPS/SS 2) - Parish Library and Headquarters Department

Key Responsibilities

• Receives, opens, sorts and distributes incoming correspondence; 
• Types letters, memoranda, reports etc. 
• Proofreads typed materials for errors and submits for review; 
• Takes notes and types Minutes of meetings; 
• Maintains Appointment Diary for supervisor; 
• Makes photocopies and collates documents, as required; 
• Maintains filing system to facilities easy access and retrieval; 
• Takes, screens and makes telephone calls; 
• Screens visitors/clients and provides replies to routine queries;
• Processes and follows up on files and correspondence leaving the office;
• Assists in co-ordinating office activities/functions; 
• Makes preparations for meetings; 
• Researches files, as directed, to extract information required; 
• Prepares ad hoc reports, as directed; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

• Knowledge of modern office procedures and processes 
• Ability to take notes of meetings 
• Good oral and written communication skills 
• Good knowledge of filing systems and methods 
• Proficiency in the relevant computer applications 
• Good customer service skills 
• Ability to work on own initiative 

Minimum Required Qualification and Experience

• CXC or GCE O’ Level English Language or equivalent with proficiency in typewriting at a speed of 40-45 words per minute; successful completion of the prescribed Office Professional Training Course at the Management Institute for National Development (MIND); 

OR 

• CXC or GCE O’ Level English Language with proficiency in typewriting at a speed of 40- 45 words per minute and training in word processing and spreadsheet applications. Graduated from an accredited Secretarial School with at least three (3) years’ experience in the field; 
• At this level, Shorthand at a speed of 80-100 words per minute would be an asset. 

Special Condition Associated with Job

• May be required to work outside of normal working hours and on weekends

Please note that only shortlisted applicants will be contacted.