Secretary 2 (OPS/SS 2)

Summary

Under the supervision of the Technical Co-ordinator, the Secretary 2 is responsible for providing secretarial and administrative services to ensure the effective and efficient operations of the Directorate. Salary Range: 💰 $1,439,455 – $1,935,907 JMD per annum.

Responsibilities

• • Types letters, memoranda, reports and other documents from handwritten notes, drafts, or dictation
• • Composes/prepares and responds to general/routine queries and correspondence
• • Prepares/types and collates Reports, Briefs, Submissions and other documents for submission
• • Handles confidential documents
• • Records, sorts and dispatches incoming/outgoing correspondence
• • Conducts pertinent research and collates information/reports for submission
• • Receives, screens and directs all telephone calls to relevant officers
• • Disseminates information to internal/external customers
• • Receives, screens and answers general enquiries, and directs visitors to the appropriate officers
• • Monitors and requests files for relevant officers
• • Downloads e-mails and forwards to relevant officers
• • Ensures that documents and correspondence are photocopied
• • Maintains an efficient filing system
• • Manages and dispatches the stationery inventory
• • Arranges meetings
• • Maintains appointment schedules/diaries for Chief Technical Director and the Technical Co-ordinator
• • Keeps the Director/Co-ordinator informed on all matters pertaining to the Unit
• • Maintains customer service principles, standards and measurements at all times
• • Maintains a conduct of professionalism, integrity and confidentiality
• • Perform any other related duties that may be assigned from time to time

Required Skills

• Core:

  • • Good interpersonal skills
  • • Good oral and written communication skills
  • • Excellent customer and quality focus skills
  • • Good problem-solving and decision-making skills
  • • Good teamwork and co-operation skills
  • • Good planning and organizing skills
  • • Strong integrity
  • • Methodical
  • • Compliance

• Technical:

  • • Excellent research skills
  • • Good secretarial skills
  • • Good working knowledge of Records Management
  • • Proficiency in the use of relevant software applications
  • • Knowledge of the operations of Government/Ministry’s policies and procedures

Qualifications

• • 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 or equivalent with proficiency in typewriting at a speed of 40-45 words per minute and training in word processing and spreadsheet applications.
• • Graduate from an accredited Secretarial School

Additional Information and Instructions

• Special Conditions Associated with the Job:

  • • May be required to work beyond normal working hours;
  • • Work will be conducted in an office equipped with standard office equipment and specialized software. The environment is fast-paced with ongoing interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.

Applications accompanied by résumés should be submitted no later than Friday, 7th February, 2025 to: Senior Director Human Resource Management and Development Division Ministry of Agriculture, Fisheries and Mining Hope Gardens Kingston 6 📧 Email: jobopportunities@moa.gov.jm ℹ️ Subject: Secretary 2 (OPS/SS 2) 🔑 Please include the job title in the subject line of your email.

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