Parish Office Secretary

JOB PURPOSE: 

• Under the supervision of the Parish Agricultural Manager, 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.

• Type 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

INTERNAL AND EXTERNAL CONTACTS

Internal

External

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

Typical office environment

REQUIRED COMPETENCIES

Technical/Functional Competencies

• Good secretarial skills

• Proficiency in shorthand at a speed of 60-80 w.p.m.

• Proficiency in typewriting at a speed of 40-45 w.p.m.

• Proficient in the use of relevant Software Applications

Core Competencies

• Knowledge of RADA’s  policies and procedures

• Good interpersonal skills and customer relations

• Good communication skills

• Good time management skills

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• CXC or GCE O’ Level English Language 

• Proficiency in type writing at a speed of 40-45 words per minute and shorthand at a speed of 60-80 words per minute;

• Successful completion of the prescribed  secretarial course  at the Management Institute for National Development (MIND)

OR

• Graduation from an accredited Secretarial School 

• Proficiency in typewriting at a speed of 40-45 words per minute and shorthand at a speed of 60-80 words per minute, training in word processing applications and English Language at CXC or GCE O’ Level.