Operations Assistant I

JOB SUMMARY:

The incumbent is required to perform a variety of clerical/secretarial and administrative support duties of limited complexity. Work involves assisting in the planning and management of meetings; opening, sorting and routing of mail; maintaining records and files; performing routine accounting duties and generating a wide variety of documents utilising appropriate software. Depending on assignment, the incumbent may be required to perform some or the full range of the duties of this position.

DUTIES AND RESPONSIBILITIES:

• Assists in the planning management of meetings, workshops and conferences:

-          prepares agendas;

-          issues meeting invitations;

-          takes meeting notes;

-          distributes minutes to participants; and

-          undertakes relevant follow-up action, as directed.

• Assists in the coordination of travel arrangements by preparing costing, obtaining quotes from travel agencies and performing other related tasks.
• Maintains file register and filing system in keeping with established systems and procedures.
• Receives, records, sorts and routes incoming and outgoing correspondence and other documents.
• Composes and issues routine correspondence; also prepares drafts of more complex correspondence and reports of meetings, conference etc. as directed.
• Orders, issues, maintains inventory of supplies and equipment.
• Assists in the preparation of timesheets and pay sheets, vouchers, invoices and requisitions; posts entries in journals and ledgers and routine accounting duties.
• Files memoranda, letters, reports and other documents.
• Generates a wide variety of documents such as letters, memoranda, minutes, reports, and spreadsheets utilizing appropriate software.
• Attends to queries and ascertains the business of callers and visitors and guides them accordingly.
• Operates standard office equipment such as photocopiers, scanners, facsimile machines and binders.
• Assists in the preparation of budgetary and expenditure statement by collecting and inputting relevant data as directed.
• Undertakes basic information gathering, as directed, and compiles data for entry enters and/or verifies data.
• Performs other duties as required.