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Administrative Officer

PURPOSE OF THE POSITION

 

The Administrative Officer executes administrative, project, and executive support activities. He/she provides and/or oversees the provision of direct staff support to ALL functional departments (Photography, Video Production, Graphic Design, Marketing/Strategy, Web Development and Project Management/Client Relations). Provides specialist administrative services as appropriate in such areas as accounting; project coordination; customer service and general business administration.  

 

SCOPE

 

The Administrative Officer reports to the Directors and works alongside the Accountant and Project Coordinator.

 

RESPONSIBILITIES

Main Activities:

 

Financial Account Maintenance

 

  • Oversee the accounts payable and accounts receivable systems in order to ensure complete and accurate records of all moneys.
  • Issue and authorize purchase orders.
  • Reconcile the accounts payable.
  • Reconcile the accounts receivable.
  • Manage distribution of utility bills.
  • Prepare cheque payments.

 

Project Coordination

 

  1. Provides and/or oversees the provision of staff support, which include handling walk-up and phone interactions, maintaining calendars, screening, analyzing, and responding to incoming correspondence, handling day-to-day administrative problems and situations, and provision of secretarial support.
  2. Provides assistance and support to staff in problem-solving, project planning and coordination, and development and execution of stated goals and objectives.
  3. Assists in the coordination, supervision, and completion of special projects, as appropriate.

 

Customer Service

 

  1. Serves as the primary point of administrative contact and liaison with other offices, individuals, and organizations on operational and programmatic matters.

 

General Business Administration

 

  1. Oversees and administers the day-to-day activities of the office; develops policies, procedures, and systems which ensure productive and efficient office operation.
  2. Perform other related duties as required.
  3. Organizes and facilitates meetings, conferences, and other special events; coordinates and attends operational meetings, and participates in operational discussions, as appropriate.
  4. Ensures that office supplies and functional spaces are properly maintained through purchasing and third party suppliers.

 

KNOWLEDGE, SKILLS, QUALIFICATIONS AND ABILITIES

 

Knowledge

  • Computerized accounting programs (Specifically, Quickbooks Online).
  • Accounts payable and accounts receivables.
  • Google applications (Calendar, Gmail, Hangouts, Drive).
  • Knowledge of office administration and bookkeeping procedures.
  • Basic knowledge of media production processes (photography, videography, digital design and animation).

 

Skills

 

  • Excellent interpersonal skills.
  • Analytical and problem-solving skills.
  • Decision-making skills.
  • Effective verbal and listening communication skills.
  • Very effective organizational skills.
  • Effective written communications skills.
  • Computer skills including the ability to operate spreadsheet and word processing programs.
  • Effective time management skills.

 

 

Qualifications

Minimum criteria

 

  • Five (5) CSEC (CXC) O’ Levels passes inclusive of  –  Mathematics, English, Principles of Accounts and Principles of Business
  • CAPE – A’ Level passes inclusive of – Business Management & Accounting
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.   

 

Personal Attributes

  • Be honest and trustworthy.
  • Be respectful.
  • Possess cultural awareness and sensitivity.
  • Demonstrate sound work ethics.
  • The ability to work with a team.

The incumbent would normally attain the required knowledge and skills through completion of office procedures coursework combined with related administrative experience. Equivalencies will be considered.