Secretary (Level 2) - Old Harbour Tax Office

Summary

To provide secretarial and administrative support to facilitate the efficient operations of the Manager’s office. 💰Salary: $1,771,060 - 2,301,185 JMD per annum

Responsibilities

• • Stamps and logs all correspondence received for the Senior Manager’s Office;
• • Types all letters, memoranda, and other related correspondence;
• • Screens visitors and telephone calls for the Senior Manager, and assists with clients’ request where possible;
• • Responds to queries and makes contact with Taxpayer(s) where necessary;
• • Co-ordinates activities for meetings, transcribes and prepares minutes of meetings;
• • Schedules and confirms appointments for Senior Manager;
• • Updates diary and reminds Senior Manager of appointments;
• • Assists with the compilation of the budget and réconciliation of the Petty Cash and telephone bills ;
• • Assists with the preparation of request for re-imbursement relating to Petty Cash ;
• • Co-ordinates request for quoatation for services rendered to TAJ and follows up with all transactions ;
• • Maintains schedule for asset repair and maintenance of equipment ;
• • Updates the attendance register and prepares and submits the punctuality report
• • Photocopies, scans, faxes and e-mails relevant documents ;
• • Establishes and maintains an appropriate filing system for the recording and easy retrieval of information;
• • Updates staff leave cards and submits to HRM where necessary;
• • Conducts research on behalf of the Senior Manager;
• • 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 Senior Manager/ Manager/Office Manager/Supervisor.

• This job is satisfactorily performed when:

  • • All Correspondence are typed/drafted error free, logged and routed within the required time frame;
  • • Circulars and other relevant documents are circulated as stipulated;
  • • Calls to the Senior Manager are monitored, messages are taken and delivered within the specified timeframe;
  • • All meetings are properly arranged and attendees informed within the agreed timeframe;
  • • The minutes of meetings are recorded, correctly transcribed and circulated to the relevant persons by the stipulated time;
  • • The Senior Manager’s diary is updated on a daily basis with scheduled or cancelled appointments and is reminded of the appointments;
  • • Staff records/leave cards are appropriately maintained and updated;
  • • Comprehensive, accurate reports are prepared in the required format and submitted by the due date.
  • • Disseminate information;
  • • Confirm and cancel the Senior Manager’s appointments;
  • • Open correspondence addressed to the Senior Manager;
  • • Organize meetings.

Required Skills

• Specific Knowledge:

  • • Working knowledge of TAJ’s functions and operations;
  • • Knowledge of TAJ’s Code of Conduct;
  • • Working knowledge of computer systems and all the relevant applications;

• Required Skills and Specialised Techniques:

  • • Excellent communication, interpersonal and team skills;
  • • Excellent planning and organizing skills;
  • • Excellent time management skill;
  • • Ability to take initiative;

Qualifications

• • Certificate in Business Studies or the equivalent;
• • Certificate in Administrative Management – Level 2 (CAM 2);
• • Two (2) 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: Secretary (Level 2) - Old Harbour Tax Office 📜 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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