Administrative Assistant (Kingston, Jamaica) - Registrar General's Department

 The Registrar General's Department, an Executive Agency, the sole repository of records in Jamaica, invites applications from suitably qualified persons for the following position:

Administrative Assistant (Grade 5) - Vacant

In the Legal Unit/Head Office

Salary Range: $1,235,567.25 - $1,465,642.58 per annum

Reporting to the Legal Officer, the incumbent will be performing legal and secretarial duties to facilitate the achievement of the Agency's mission, goals and objectives.

Main Responsibilities:

• Receives, opens, sorts and distributes incoming correspondence, files and other materials
• Populate the Agency's application tracking system where applicable
• Prepares response from correspondence for signature
• Photocopy, scan and email documents
• Update manual diary and electronic calendar to facilitate smooth and effective communication between the internal/external customers
• Take, screen and make telephone calls
• Develop and maintain a filing system to facilitate easy access and retrieval
• Follow up on files and correspondence leaving the office
• Provide prompt, efficient and effective delivery of support services
• Request stationery for the Unit
• May take or transcribe minutes of meetings or write summary of court proceedings
• Draft court documents such as Acknowledgement of Service of Fixed Date Claim Form, Defence for applicable court matters and caused same to be served on Counsel in the matter
• Prepare weekly, monthly and quarterly report for the Legal Officer
• Provide filing and document assistance
• Conduct legal research on search engines such as LexisNexis regarding legal issues faced by the Registrar General's Department
• Prepare legal opinion for review by Legal Officer
• Analyse and interpret case law and statutes
• Conduct follow-up on behalf of Legal Officer in relation to ongoing matters
• Review and edit legal documents, such as lease agreements, contractual agreements, etc
• Perform any other related duty that may be assigned

Qualifications and Experience:

• Five (5) GCE O' level/CXC subjects including English Language and Mathematics or Accounts
• Certificate in Paralegal Studies
• Minimum of two (2) years related work experience

Skills and Competencies:

• Knowledge of office procedures and practices
• Knowledge of office machines and equipment
• Knowledge of relevant computer applications
• Good communication skills, both oral and written
• Good organizing and management skills
• High level of accuracy and attention to details
• Discretion for dealing with confidential information
• Knowledge of law and legal procedures
• Ability to perform legal research
• Knowledge of legal search engines and access to same
• Ability to determine work priorities

Applications along with resumes should be forwarded no later than Friday, February 25, 2022 to:

Director, Human Resources Management & Development

Registrar General's Department

Twickenham Park, 

St. Catherine.

Email: vacancies@rgd.gov.jm

We thank all applicants for their expression of interest. However, only shortlisted candidates will be contacted.