Clerical Assistant (Admin. & Accounts)

Our client is celebrating over 145 years in Jamaica. On their behalf we're hiring a Temporary Clerical Assistant

Administration

• Prepare monthly Stationery Inventory and monitor usage.
• Prepare bi-monthly stationery orders.
• Responsible for storage and distribution of stationery.
• Prepare Purchase Requisitions for stationery, canteen, office supplies, shoes, uniforms, etc., and submit them to the Human Resource Officer for approval.
• Photocopying, assembling, and binding Company documents/reports, when required.
• Undertaking miscellaneous filing tasks (filing, updating File Lists, labelling new files, and removing/documenting & storing old files).
• Typing Employment Contract letters for Contract Workers;
• maintaining a record of contract expiration dates for follow-up purposes, and maintaining their personnel files.
• Takes and prepares minutes for bi-annual General Staff Meetings.
• Prepare minutes for Monthly Production Sales Meetings and Quality Review
• Meetings and submit at least two (2) weeks after the meeting.
• Ensure employees' IDs are up to date and arrangements are made for new/renewals of IDs.
• Relieve Telephone Operator/Receptionist daily for Lunch and as required.           

Uniforms: 

• Assist the Human Resource Officer with the procurement of Male & Female Factory Staff Uniforms by obtaining quotations from suppliers/manufacturers and preparing Purchase Requisition Forms for purchasing of their uniforms. Liaising with manufacturers. Distribution of uniforms.
• Assisting with the procurement of Female Administrative Staff Uniforms by obtaining quotations from suppliers/manufacturers and preparing Purchase Requisition Forms for purchasing of the uniforms. Liaising with manufacturers. Distribution of uniforms.
• Maintaining uniform files for Female Factory Staff, Male Factory Staff & Female Admin Staff.

Safety Shoes:

• Maintaining Safety Shoes Distribution Spreadsheet.
• Preparing purchase requisitions for shoe orders and submitting them to HRO for approval.
• Distribution of shoes.

Accounts:

• Daily/Weekly calculation of weekly Lunch deductions for Production Staff.
• Monthly calculation of Lunch deductions for Admin Staff.
• Perform any other related duties from time to time.

Standards:

• Timely preparation of monthly Stationery Inventory Reports and monitoring of stock to prevent stock out of important items.
• Timely preparation of monthly Canteen Stock Purchase Requisition.
• Timely and accurate preparation of documents (purchase requisitions, data collection, spreadsheets, etc.)
• Accurate binding of Company Reports.
• Accurate calculation of weekly and monthly deductions for Production and Admin. Staff lunches.
• Ensuring that the Switchboard is manned at lunchtime and in the absence of the Telephone Operator at 8:00 am daily.
• Ensure that no visitors/workmen are allowed to enter the Reception Area before confirmation has been received from the relevant Manager/employee.

JOB REQUIREMENT/SPECIFICATIONS:

• 5 CSEC/CXC/GCE ‘O’ Levels, (including English Language and Mathematics)
• Computer Literate (Excel/Word/Publisher)
• Customer Service/Telephone Techniques
• Excellent Communication Skills (Oral & Written)
• Good Judgement
• Strong Human Relations & Interpersonal Skills
• At least one year’s experience in a similar capacity.