Senior Administrative Assistant (Level 4)

Summary

To provide administrative support in co-ordinating activities, scheduling appointments, preparing Minutes, reports and briefs as well as handling queries 💰Salary: $4,266,270 – $5,737,659 JMD per annum

Responsibilities

• Key Outputs:

  • • Letters and memoranda typed /drafted;
  • • Correspondence logged and routed;
  • • Telephone calls screened and directed;
  • • Meetings co-ordinated;
  • • Minutes recorded, transcribed and distributed;
  • • Divisional budget compiled
  • • DCG’s diary maintained;
  • • Reports prepared and submitted.

• Technical and Professional Duties:

  • • Stamps and logs all correspondence received for the DCG’s office;
  • • Logs and dispatches all correspondence leaving the DCG,s office;
  • • Screens visitors and telephone calls for the DCG;
  • • Co-ordinates activities for meetings, transcribes and prepares minutes of meetings;
  • • Receives and passes on correspondence requiring attention to the DCG;
  • • Drafts memos, letters, minutes and other correspondence and transmits to the DCG;
  • • Receives calls and where necessary records the messages and delivers to the relevant officers as soon as they are available;
  • • Schedules and arranges meetings for the DCG;
  • • Arranges divisional retreats;
  • • Maintains the DCG’s diary;
  • • Liaises with Heads of Sections and other personnel to facilitate administrative support;
  • • Complies and reviews monthly and annual reports;
  • • Compiles the divisional budget for the DCS’s perusal;
  • • Researches and provides information to the DCG for the preparation of reports;
  • • Follows-up on directives given and requests made by the DCG;
  • • Establishes and maintains an appropriate filing system for the recording and easy retrieval of information;
  • • Manages urgent correspondence, faxes and emails in the absence of a Head of Unit;
  • • Supports the identification and management of risks within the organization and by extension the respective area of work;
  • • Performs any other related duties assign by the DCG.

• This job is satisfactorily performed when:

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

• Authority To:

  • • Provide information;
  • • Schedule and cancel appointments;
  • • Open correspondence addressed to the DCG.

Required Skills

• Specific Knowledge:

  • • Comprehensive knowledge of office procedures and practices;
  • • Comprehensive knowledge of computer systems and the relevant applications;
  • • Comprehensive knowledge of brief preparation and report writing;
  • • Working knowledge of TAJ’s Code of Conduct;
  • • Working knowledge of TAJ’s functions and operations;
  • • Working knowledge of accounting principles and budget preparation;

• Required Skills and Specialised Techniques:

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

Qualifications

• • Bachelor’s Degree in Business Administration or Management Studies;
• • Certificate in Administrative Professional /Certificate in Administrative Management 3 (CAM 3);
• • Training in Office Administration;
• • Three (3) years work related experience.

Additional Information and Instructions

• Working Conditions:

  • • Normal office environment;
  • • Long and irregular working hours.

Applications with resumes should be submitted no later than Friday, February 14, 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: Senior Administrative Assistant (Level 4) While we thank all applicants for their interest, only short-listed candidates will be contacted.

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