Secretary 2 (OPS/SS 2)

Summary

The incumbent is responsible for providing secretarial/administrative support to the Senior Librarian/Head of Department in order to facilitate and promote efficiency within the organization. 💰Salary: $1,711,060 – $2,301,186 JMD per annum

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

Required Skills

• • 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

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 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;
PLUS
• • At this level, Shorthand at a speed of 80-100 words per minute would be an asset.

Additional Information and Instructions

• Special Condition Associated with Job:

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

Applications accompanied by Résumés should be submitted no later than Monday, 14th April, 2025 to: Director General Jamaica Library Service 2 Tom Redcam Drive P.O. Box 58 Kingston 5 📧 Email: dirgen@jls.gov.jm 📜 N.B. Please include the job title in the subject line of your email. Please note that only shortlisted applicants will be contacted.

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