Job Information
Secretary 2 (OPS/SS 2)
Company Information
Job Information
Description
Company
Government of Jamaica
Website
http://bit.ly/GOJJobListing
Contact Name
Office of the Services Commission
Contact Email
communications@osc.gov.jm
Job Type
Full-time
Department
Executive Agency
Category
Computer/IT
Posted
04-06-2023
Job Status
Start Publishing
04-06-2023
Stop Publishing
14-06-2023
Applications are invited for the following post in the Post and Telecommunications Department: Secretary 2 (OPS/SS 2) Five (5) Posts (Not Vacant), Human Resource Management Central Sorting Office – Letters Audit Unit salary range $1,272,269 $1,711,060 per annum.
Job Purpose
Under the direct supervision of the Chief Internal Auditor, the Secretary 2 (OPS/SS 2) is responsible for providing secretarial and administrative support to ensure the effective and efficient operations of the Unit.
Key Responsibilities
Management And Administrative
- Collaborates with supervisor in the development of Unit and Individual Work Plan;
- Assists in arranging meetings based on the direction of the Chief Internal Auditor.
Technical/Professional
- Provides secretarial services to the Chief Internal Auditor, Internal Audit Branch by:
- Ensuring that incoming correspondence are scheduled and processed on a priority basis;
- Ensuring circulation of Memoranda, Circulars and other documents within the Internal Audit Branch; Checking for errors and other adjustments made when draft queries are typed;
- Collating and submitting Audit Reports in accordance with established time frames and formats to the CIA;
- Preparing Minutes of Staff Meetings convened by Chief Internal Auditor;
- Maintaining an Incoming and Outgoing mail/correspondence Register;
- Dispatching outgoing mail/correspondence on a daily basis as directed; and ensuring that the Registry submits the relevant files in a timely manner to the Chief Internal Auditor.
- Prepares and manages correspondence in a timely and professional manner by:
- Processing correspondence received in the Branch by drafting letters, circulars or memos as directed by CIA
- Writing letters and memoranda necessary for the work of the Department to be properly performed
- Following-up on correspondence to see that replies are prepared and submitted where necessary Taking files and documentation to responsible officers for timely action
- Re-routing files and correspondence to section supervisors accordingly and
- Maintaining a third copy file for the CIA;
- Participates in the performance management process by assisting with the development of Individual Work Plans as directed; and contributing to the formal and informal performance evaluations as directed;
- Monitors daily Attendance Register and prepares Monthly Attendance Reports;
- Plans, organizes, directs, and controls the secretarial operations of the Unit by ensuring the suitability of filing systems to facilitate effective storage and retrieval of correspondence and documents.
- Meets regularly with Chief Internal Auditor to discuss departmental accomplishments and challenges and develop improvement strategies;
- Attends regular monthly meetings of the Department and ensures that proper records of all other meetings are kept in readiness for use by relevant personnel;
- Participates in and attends meetings as directed;
- Assists in maintaining a healthy and clean office environment;
- Answers the telephone in keeping with the promise and standard outlined in Citizen's Charter;
- Keeps abreast of guidelines, policies, procedures and legislation impacting deliverables.
Required Knowledge, Skills, and Competencies
- Excellent oral and written communication skills;
- Excellent interpersonal skills;
- Excellent planning and organizing skills;
- Excellent problem-solving and decision making skills;
- Integrity
- Initiative
- Knowledge of Office procedures and practices
- Knowledge of The operation of Government/ Department policies and procedures
- Knowledge of Proficiency in typewriting at a speed of 40-45 words per minute
- Knowledge of Proficiency in shorthand at a speed of 80-100
- Ability to reproduce minutes
- Knowledge of Records Management
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);
- CXC or GCE ‘O’ Level English Language with proficiency in typewriting at a speed of 4045 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 Conditions Associated With The Job:
- Normal office conditions
- May be required to work beyond normal working hours.
- Prolonged use of computer.
Applications accompanied by résumés should be submitted no later than Wednesday, 14th June, 2023 to:
Director, Human Resource Management and Development
Post and Telecommunications Department
6-10 South Camp Road
Kingston
Email: hrunit@jamaicapost.gov.jm
Please note that only shortlisted applicants will be contacted.
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