Administrative Assistant (Level 3)

Summary

To provide administrative and secretarial support to the Head of Department in order to facilitate the achievement of the Agency’s corporate goals and objectives. 💰Salary: $2,190,302 JMD per annum

Responsibilities

• Key Outputs:

  • • Documents prepared and circulated
  • • Appointments and meetings scheduled
  • • Incoming calls routed
  • • Letters and files logged and dispatched
  • • Minutes transcribed
  • • Filing system established
  • • Queries addressed
• • Types confidential letters, reports, memoranda and miscellaneous documents
• • Drafts standard letters, memos and other routine correspondence
• • Sets up appointments and meetings, reminds Director of same and prepares the relevant documentation for such meetings
• • Takes and transcribes minutes of meetings and distributes to relevant persons
• • Records and dispatches incoming and outgoing correspondence on the relevant document tracking system
• • Develops and maintains a filing system that facilitates easy access, retrieval and security of files
• • Answers incoming calls and queries of both internal and external customers and routes them to the relevant officers where appropriate
• • Photocopies, sorts and faxes documents to related departments and agencies as required
• • Performs other related functions assigned from time to time

Required Skills

• • Sound oral and written communication skills
• • Sound organisation skills
• • Sound interpersonal skills
• • Sound knowledge of office protocol
• • Sound knowledge of relevant computer applications and systems

Qualifications

• • Certified Professional Secretary designation or equivalent.
• • Proficiency in typewriting/speedwriting at a speed of 50 -55 words per minute and shorthand at a speed of 100-120 words per minute.
• • Two (2) years secretarial experience reporting directly to a senior manager.

Additional Information and Instructions

For all general job applications, kindly send résumés and application letters to 📧 recruitment@pica.gov.jm. If you believe you possess the above qualities and a strong desire to help the Agency fulfill its mandate, you are invited to submit your applications accompanied by detailed resume to: Director, Human Resources (Assigned) Passport Immigration & Citizenship Agency, 8 Waterloo Road, Kingston 10 ℹ️ Click Apply Now for the direct application link 🔗 Please indicate the name of the post that you are applying for in the subject line NO LATER THAN FRIDAY, May 9, 2025 @ 4:00 P.M. No hand delivered application will be accepted

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