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Tax Administration Jamaica (TAJ), the largest tax collecting Authority in Jamaica, is seeking a suitably qualified candidate to apply for the following position:
Administrative Assistant (Level 3)
Job Purpose
To provide administrative support in coordinating activities, scheduling appointments, preparing Minutes, reports and briefs as well as handling queries.
Key Responsibility Areas
Technical and Professional Duties
Stamps and logs all correspondence received for the supervisor’s office;
Logs and dispatches all correspondence leaving the supervisor’s office, to the various units/departments and other agencies;
Screens visitors and telephone calls for the supervisor and assists with clients’ requests where possible;
Coordinates activities for meetings, transcribes and prepares minutes of meetings;
Receives and passes on correspondence requiring attention to the supervisor;
Prepares memos, letters, minutes and other correspondence and transmits to the supervisor;
Receives calls and where necessary records the messages and delivers to the relevant officers as soon as they are available;
Schedules and arranges meetings on behalf of the supervisor;
Maintains the supervisor’s diary;
Liaises with Heads of Sections and other personnel to facilitate administrative support;
Compiles and reviews monthly and annual reports;
Collects and compiles the Branch’s/Section’s budget;
Researches and provides information to the supervisor for the preparation of reports;
Follows-up on directives given and requests made by the supervisor;
Establishes and maintains an appropriate filing system for the recording and easy retrieval of information;
Manages urgent correspondence, faxes and emails in the absence of a Head of Unit;
Performs any other related duties assigned by the supervisor.
Required Competencies
Specific Knowledge
Comprehensive knowledge of office procedures and practices;
Comprehensive knowledge of computer systems and the relevant applications;
Knowledge of budget preparation/accounting principles;
Knowledge of TAJ’s Code of Conduct.
Required Skills and Specialised Techniques
Excellent organizing and time management skills;
Excellent communication, interpersonal and team skills;
Ability to work on own initiative.
Qualification and Experience
Associate Degree in Business Administration or the equivalent;
Certificate in Administrative Professional / Certificate in Administrative Management Level 3 (CAM 3)/ or Certified Professional Secretary designation (CPS);
Three (3) years’ work related experience.
Working Conditions
Normal office environment.
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