Secretary (Audit Secretary) (Not Vacant)

JOB PURPOSE:  

•    Under the supervision of designated Officer, the secretary is responsible for providing secretarial and stenographic services in accordance with standardized procedures.

KEY OUTPUTS:

•    Letters, memoranda,  reports produced
•    Appointments/meetings scheduled and diary maintained
•    Incoming mails recorded and distributed
•    Records maintained
•    Documents faxed/photocopied
•    Telephone calls answered and messages recorded
•    Visitors received and directed
•    Stationery supplies maintained

KEY RESPONSIBILITY AREAS:

•    Records letters, memoranda, and reports in shorthand; uses a personal computer to reproduce same in a suitable typewritten form.
•    Types reports, forms, letters and memoranda from written drafts; proof reads typed material before submission to supervisor for review.
•    Keeps appointment diary for the supervisor and schedules appointments and meetings subject to confirmation.
•    Receives, opens, records and distributes incoming mail.
•    Keeps simple records; Files correspondence and other material.
•    Faxes/photocopies documents as is required.
•    Answers the telephone and transfers calls to supervisor or redirect callers to appropriate officer/office; records and delivers messages as is necessary.
•    Greets and screens visitors; provides them with routine information about the Authority or direct them to the relevant officers or office.
•    Maintains stationery supplies.

AUTHORITY  

•    Determines which callers/visitors to transfer to supervisor or to other officers

PERFORMANCE STANDARDS
•    Letters, memoranda, and reports produced accurately and within agreed time frame
•    Appointments scheduled and diary maintained in consultation with Supervisor
•    Incoming mails recorded accurately and distributed promptly
•    Records maintained in accordance with established guidelines
•    Confidentiality and integrity exercised at all times
•    Documents photocopied and faxed within agreed time frame
•    Telephone answered promptly and politely
•    Visitors received courteously
•    Adequate supply of stationery at all times