Tools For CEOS & HRD Managers

Overall Responsibility : Perform general administrative and secretarial duties. Receive and provide general information to clients. Answer incoming telephone calls.

Reports to : Manager, Accounting and Administration

Qualifications : Three (3) O’Level/CXC subjects to include a pass in English Language. A passing grade in Office Procedure is an asset. The applicant must have 1 years experience in a similar job.

Tasks and Responsibilities:

• Perform a variety of administrative functions”
• Schedule appointments
• Receive and direct telephone calls and give information to callers
• Receive clients and provide general information and directives
• Take dictation
• Compose memos
• Generate reports
• Prepare and monitor invoices and expense reports
• Assist with compiling and developing the annual budget

Overall Responsibility : Under general supervision of the CEO, perform coordinate and oversee technical and office administrative duties in support of the company’s daily operations, including the provision of varied and complex office duties; may supervise clerical and other support staff, and perform other duties as assigned

Reports to : The President/CEO

Qualifications : CPS qualification and three years of office administrative, supervisory or lead experience in the area of assignment; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.

Tasks and Responsibilities

• Perform a wide variety of executive secretarial and administrative duties as required by daily operations in the CEOs office
• Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations
• Review and summarize miscellaneous reports and documents; prepare background documents as necessary
• Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention of the CEO
• Process payment of invoices
• Provide follow up to assignments given to management staff by the CEO; provide status reports to the CEO
• Receive and screen communications to the CEO including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those items requiring priority attention
• Prioritize, channel, and facilitate communication from department heads
• Independently respond to letters and general correspondence of a routine nature
• Make travel arrangements for the CEO; maintain appointment schedules and calendars for the CEO; arrange meetings and conferences
• Attend Management, committee and other meetings and take minutes, as directed by the CEO.

Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to attend meetings at various sites within and away from the City; strength to lift and carry materials weighing up to 10 pounds; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.

Basic supervisory principles and practices

Exemplary customer satisfaction skills

Teamwork and developing consensus

Creative and innovative techniques for performing assignments

Proper English usage, spelling, grammar, and punctuation

Business correspondence formatting

Basic mathematical computations, accounting and record keeping

Basic budgeting theories and principles

Time management

Computer applications related to the work

Standard office administrative practices and procedures, including the use of standard office equipment

Perform technical, specialized, complex and difficult office administrative work requiring the use of independent judgment

Interpret and implement policies, procedures and computer applications related to the department or organizational unit to which assigned

Analyze and resolve office administrative and procedural problems

Perform basic research and prepare reports and recommendations

Oversee projects or programs and/or supervise, monitor and evaluate the work of staff

Organize own work, coordinate projects, setting priorities, meet deadlines and follow up on assignments with a minimum of direction

Use initiative and independent judgment within established policy and procedural guidelines

Provide complex office administrative support in the areas of procurement, budgeting, report preparation and staff communication

Communicate effectively with co-workers, subordinates, superiors, representatives of public and private organizations and others sufficient to exchange or convey information