Senior SecretaryAdmin & Office

Statistical Institute of Jamaica

Senior Secretary

Economic Accounting Division


Under general supervision, the Senior Secretary/Stenographer is responsible for providing Secretarial and

Administrative Support to the Director, Economic Accounting and to the staff of the Division as required.


Qualifications & Experience Required

          Four (4) CSEC/CXC or GCE O Level subjects including English Language

          Diploma in secretarial studies from an accredited tertiary institution

          CPS designation would be an asset

          Three (3) years position-related experience

          Proficiency in using computer software such as Microsoft Office (Word, Excel, and PowerPoint)


Required Competencies




            Excellent oral communication skills

            Excellent written communication skills

            Excellent organizational and environmental


            Excellent interpersonal skills

            Excellent teamwork and cooperation skills

            Demonstrated high level of integrity

            Demonstrated customer and quality focus

The incumbent in this position should be able to demonstrate at the required level, the competencies listed below within three months of employment through on- the-job training/ working experience in the subject matter area.


            Excellent knowledge of  Office Practices and Procedures

            Excellent Typing/Word Processing skills

            Excellent Shorthand /note taking skills

      In-depth knowledge of Document and Records management processes and procedures

            Proficient in the use of Applicable Software Applications i.e., Microsoft

Office (Word, Excel, and PowerPoint)

      Demonstrated working knowledge of the functions and operations of the Economic Accounting Division; the Director’s Office and

organizational relationships


Summary of Duties

        Provides Secretarial and Administrative Support to the Director, Economic Accounting and to the staff of the Division as required.

             Makes telephone calls on behalf of the Director; answers incoming calls; responds to enquiries; connects calls to the

Director or redirects to other appropriate member of staff; takes and relays messages.

             Receives internal and external visitors to the office of the Director; provides assistance/information where possible;

directs to the Director or redirects to appropriate member of staff as necessary.

             Makes  and  confirms  appointments as  directed;  maintains  diary  of  events,  appointments,  meetings  and  travelling

schedule for the Director.

        Produces/ types for the Director’s  signature, routine and confidential  business correspondence, documents and reports etc., from drafts, from general instructions or dictation using applicable software application e.g. Microsoft Office (Word, Excel and PowerPoint).

        Assists in the management of internal and external communications including opening, sorting and routing incomi ng mail; preparing outgoing mail for dispatch; and photocopying and scanning and emailing correspondence, reports and other documents as necessary.

        Ensures that all relevant internal and Government policy and procedures circulars and memoranda are noted by all staff in the Division.

             Maintains the electronic and hardcopy records management and filing systems established for the Director’s Office.

             Records and tracks the movement of all Central Registry files in and out of the Director’s Office.

        Assists in organizing meetings convened or chaired by the Director including contacting attendees; preparing agenda; compiling meeting materials; reserving venue and any required audiovisual equipment; and arranging refreshments if needed.

             Attends meetings as directed, takes and transcribes minutes, submits for the Director’s approval and circulates as


        Provides administrative support to the Director in processing confidential HRM action forms/documentation including employee performance appraisals, recommendations for disciplinary action, leave applications, resumption letters etc.

        Carries out the daily administrative procedures for the attendance register for staff in the Division and prepares the related monthly Attendance Record and Absence Reports for submission to the HRM Unit.

             Assists Statisticians /Director with the preparation of the scripts for Quarterly and Annual national accounts reports.

             Extracts data from detailed financial statements and other source documents of business establishments.

        Keys/Converts data collected from primary and secondary sources into relevant worksheets for use by Statisticians for the calculation of national accounts estimates.

             Orders and maintains an adequate inventory of stationery and other office supplies, for the Directors Office.

Applications should be submitted by Tuesday, October 22, 2019 to:

The Human Resource Manager

Corporate Services Division

7 Cecelio Avenue

Kingston 10.



N.B. Only short-listed candidates will be contacted.

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Job Details

  • Location: Kingston

  • Sector: Public Sector

  • Category: Admin & Office

  • Posted On: Oct 9, 2019

  • Deadline: Oct 22, 2019

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