Administrative Assistant (Level 3) - Revenue Accounts Unit, Kingston

Summary

To provide administrative support, co-ordinate activities, schedule appointments, prepare Minutes, reports and briefs and handle queries. 💰Salary: $2,803,771 – 3,770,760 JMD per annum

Responsibilities

• • Stamps and logs all incoming correspondence and dispatches to relevant officers;
• • Logs and dispatches all outgoing correspondence;
• • Screens visitors, receives telephone calls, records messages and routes to relevant officers;
• • Co-ordinates activities for meetings, transcribes and prepares agenda and minutes of meetings;
• • Receives and passes on correspondence requiring attention to the supervisor,
• • Prepares memos, letters, minutes and other correspondence for supervisor’s signature;
• • Manages urgent correspondence, faxes and emails in the absence of the Head of Unit;
• • Makes logistical arrangements for meetings;
• • Maintains the supervisor’s diary;
• • Liaises with Heads of Sections and other personnel to facilitate administrative support;
• • Collates information to prepare the Branch’s budget as well as monthly and annual reports for reviews;
• • Researches and provides information to the supervisor for the preparation of reports;
• • Compiles and updates punctuality report and submits to Human Resource Management on a timely basis;
• • Updates transfers made on a daily basis to the Accountant General’s Department, sends information to the Ministry of Finance monthly and at the end of the Financial Year;
• • Maintains Cost of Collection Report for Accountant General on a monthly basis;
• • Receives, logs and ensures the relevant invoices are verified and submits to Expenditure Unit;
• • Packages Statutory Receipts from Large Taxpayer Office and issues to the relevant ministries;
• • Follows-up on directives given and requests made by the supervisor;
• • Establishes and maintains an appropriate filing system for the recording and easy retrieval of information;
• • Supports the identification and management of risks within the organization and by extension the respective area of work;
• • Performs any other related duties assigned by the supervisor.

• This job is satisfactorily performed when:

  • • All correspondence are logged and dispatched within the stipulated time;
  • • All correspondence, reports, minutes, etc are accurately prepared in the required format and submitted within the stipulated time frame;
  • • Calls received are properly screened, messages correctly recorded where necessary and relayed as soon as the supervisor or relevant Officers are available;
  • • All meetings are properly arranged and attendees informed within the stipulated time;
  • • The Minutes of meetings are recorded, correctly transcribed and circulated to the relevant persons by the stipulated time;
  • • The Supervisor’s diary is updated on a daily basis with schedules or cancelled appointments and the supervisor informed;
  • • Accurate, comprehensive reports are prepared in the stipulated format and submitted by the due date.

Required Skills

• Specific Knowledge:

  • • Comprehensive knowledge of office procedures and practices;
  • • Comprehensive knowledge of computer systems and the relevant applications;
  • • Knowledge of budget preparation/accounting principles;
  • • Knowledge of TAJ’s Code of Conduct;
  • • Working knowledge of Government Accounting;
  • • Knowledge of FAA Act;

• Required Skills and Specialised Techniques:

  • • Excellent organizing and time management skills;
  • • Excellent communication, interpersonal and team skills;
  • • Ability to work on own initiative;

Qualifications

• • Diploma/Associate Degree in Business Administration; or
• • Certificate in Administrative Professional / in Administrative Management 3 (CAM 3)/ or Professional Secretary (CPS)
• • Three (3) years work related experience.

Additional Information and Instructions

• Working Conditions:

  • • Normal office environment

Applications with resumes should be submitted no later than Thursday, July 3, 2025 to: The Recruitment Officer Tax Administration Jamaica Donald Sangster Building (5th Floor), 116 East Street Kingston 4 ✉️ Email: taj-jobs@taj.gov.jm ℹ️ Subject Should Include: Administrative Assistant (Level 3) - Revenue Accounts Unit, Kingston 📜 N.B. Please include the job title in the subject line of your email. While we thank all applicants for their interest, only short-listed candidates will be contacted.

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