Secretary/Stenographer (Grade 3)

Summary

The incumbent will provide general secretarial/administrative support services to the Harbours Department – typing and maintaining an efficient records and management system to facilitate efficient information flow. 💰$2,942,822.91 - $3,535,627.51 per annum.

Responsibilities

• • Provide secretarial support to the Assistant Vice President (AVP), Harbours and Port Services, relative to records management (filing), typing, preparing correspondence, reports and documents.
• • Clear the out-going trays for work to be dispatched, typed or filed for the Port Captain and AVP, Harbours.
• • Assist with secretarial function for the other managers and supervisors in the Department.
• • Attend meetings, record and reproduce minutes at the desired quality level and within the required time frame
• • Seek quotations for supplier services and prepare relevant cheque requisitions.
• • Establish and maintain an effective records management system for all manual and electronic documents. Ensure records are properly coded, classified and easily retrieved.
• • Prepare stationery budget and distribute stationery.
• • Review and respond to International Maritime Dangerous Goods requests as directed by the Port Captain.
• • Take and prepare minutes of quarterly or other meetings of the department.
• • Dispatch messenger daily.
• • Respond to queries from shipping agents and brokers within 24 hours.
• • Assist with the scheduling of repairs to office equipment.
• • Prepare draft reports for routine correspondences and submits for viewing and signing.
• • Assist in maintaining attendance record of staff in the department.
• • Assist in the sale/reconciliation of lunch tickets in the absence of Receptionist/Personnel Clerk.
• • Any other duties assigned.

Qualifications

• • Bachelor’s degree in business administration or equivalent qualification.
• • Two (2) year’s working experience.

Additional Information and Instructions

If this opportunity interests you, and you meet all the above requirements, please submit your applications by 2025 January 14. We thank all applicants for their interest; however, only those candidates selected for interviews will be contacted.

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