Executive Secretary

Summary

Under the general direction of the Deputy Financial Secretary, the incumbent is required to support the efficient and effective operation of the Division by providing efficient and effective secretarial and administrative support services to the Deputy Financial Secretary, the PXPC Division and customers.

Responsibilities

• • Maintain and provide basic knowledge of the operations of the Division;
• • Advise callers with whom to communicate in the Unit regarding specific issues;
• • Advise callers of the whereabouts of those with whom they wish to meet or speak and offer to take messages in their absence;
• • Reply to routine queries arriving at the Unit, and directing other queries to the appropriate official;
• • Take shorthand dictation and reproduce confidential and other correspondence;
• • Type all necessary correspondence for dispatch;
• • Compose letters and memos based on general instructions;
• • Record all mail received;
• • Arrange for the printing, photocopying, binding, dispatch etc of documents produced;
• • Design and maintain an effective general filing system;
• • Maintain the database for tracking Cabinet Submissions received for comments from the Ministry of Finance and Planning;
• • Maintain a follow-up system and liaise with the Training Division, PXPC Unit Heads and staff as necessary, to ensure that Division staff attend training as directed by the DFS.
• • Deal with urgent correspondence, faxes and emails in the absence of a Unit official.
• • Maintain the diary of the DFS, PXPC;
• • Arrange meetings, workshops, conferences etc, including the location, agenda, relevant documents at the national and trans-national levels;
• • Manage the PXPC Division’s meeting room;
• • Take action minutes at meetings where directed to do so and circulating them as required.
• • Manage the Unit’s physical resources, such as printers, computers, phones etc and arrange for the prompt repair or replacement of faulty equipment;
• • Order and secure stationery and other supplies for the DFS’s office and the Division’s copy room.
• • Performs other related duties and responsibilities that may be assigned from time to time

Desired Traits and Characteristics

• • Typing at 50 – 60 wpm;
• • Shorthand at 120 wpm;
• • Ability to use the office machines, e.g. memory writer, binder, photocopier, computer and fax machine;
• • Proficiency with word processing, spreadsheet and other basic software applications including Ziplaw and internet communications;
• • Sound administrative planning and organizational skills.
• • Good telephone and office Etiquette
• • Good time management skills
• • Job Attitude – Possesses and consistently displays a positive job attitude
• • Communication – Possesses excellent written and oral communication skills
• • Interpersonal Skills – Possesses good interpersonal skills
• • Team work – Consistently displays good teamwork
• • Initiative – Ability to exercise initiative
• • Customer Relations - Maintains good internal and external customer relations
• • Official conduct – Consistently displays good conduct and decorum
• • Quality of Output - Delivers output of a consistently high quality

Qualifications

• • Quality of Output - Delivers output of a consistently high quality
• • Professional Secretarial Certificate from an accredited institution;
• • Diploma in Administrative Management
• • At least Four (4) years’ experience in a similar position.

Additional Information and Instructions

📅 Applications Deadline: Thursday, November 21, 2024 📍 Submit Applications to: Senior Director, Human Resource Management & Development Human Resource Management and Development Branch Ministry of Finance and the Public Service 30 National Heroes Circle, Kingston 4 📧 Email: hrapplications@mof.gov.jm 📝 Please ensure the job title of interest is included in the subject line. 🙏 Thank you to all applicants for your interest. Only shortlisted candidates will be contacted.

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