Job Summary

The Administrative Assistant is responsible for the effective discharge of the general administrative and secretarial functions of the assigned area to ensure its smooth and efficient operation.

Core Functions:

• Manage mail and messenger services, prepare correspondences and schedule appointments

• Maintain and file records for easy retrieval including circulars and electronic documents

• Draft responses to incoming mail and proof read all out going responses for accuracy

• Screen incoming calls and respond independently when necessary

• Compose and prepare confidential correspondences, reports and other documents

• Create and maintain database and spread-sheet files as per request

• Set up and coordinate department meetings and other meetings as directed

• Provide secretarial and administrative support for the efficient operation of Committees and Divisional meetings as assigned

• Assist with the preparation of monthly and other reports (e.g. Financial) as requested

• Prepare and submit the Division’s Attendance Register and annual Vacation Leave Roster

• Assist in the implementation of the Documented Environmental Management Plan

• Assist with documentation and executing other required activities to maintain the Department’s Quality Management System

• Procure stationery and other office supplies

• Assist with the implementation of team building activities

Knowledge, Skills and Abilities required:

• Working knowledge of Public Bodies Management and Accountability Act (PBMA), GOJ Procurement Guidelines and the Financial Administration and Audit Act (FAA)

• Excellent interpersonal, human relations and communication skills

• Excellent customer service attitude

• Good minutes and report writing skills

• Good analytical, stress management and decision making skills

• Good planning and organizational skills

• Highly confidential and work on own initiative

Minimum Qualification and Experience:

• Diploma in Business Administration or Certified Professional Secretary Designation

• Intermediate or advance literacy in Microsoft Office Suite (Word, Excel, PowerPoint)

• General knowledge of accounting principles and procedures would be an asset

• Minimum of two (2) years experience in a similar position

Applications must be submitted no later than 24 May 2018 at 4:00 p.m. by email to:

Director, Human Resource Management & Development

Bureau of Standards Jamaica

6 Winchester Road

Kingston 10

HRMD@bsj.org.jm

Please note that while we appreciate all applications, only shortlisted applicants will be contacted