BAHAMAS ELECTRICITY CORPORATION

JOB DESCRIPTION

JOB TITLE: Administrative Officer

DIVISION: Administration

DEPARTMENT:

SECTION: Administrative Services

UNIT:

JOB SUMMARY:

The job assists with managing and providing administrative and secretarial services to the
Director of Legal Services and offer support to Executive Management. This will include
assisting the Administration Department with administrative matters essential to meeting
corporate goals.

KNOWLEDGE:

Education Skills and Learned Disciplines:

 A minimum of a Bachelors degree in Office Administration Administration/Administrative

Office Management/Business Management or equivalent qualifications
 Strong organizational skills
 Strong interpersonal skills
 Excellent written and verbal communication skills
 Good time management and managerial skills
 Extensive knowledge of secretarial and administrative procedures
 Ability to exercise good ethics and confidentiality in all job matters
 Computer literacy and the ability to use word-processing and spreadsheet tools
 Shorthand or transcription skills and typing skills
 Ability to operate standard office equipment
 Excellent working knowledge of protocol.

Experience:

Requires a minimum of 7 plus years experience as an Executive Administrative Assistant

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Human Relations:

Requires strong interpersonal skills to interact internally with the Director of Legal, the
executive management team, department heads and other members of management and
employees, inclusive of Family Islands and externally, but not limited to members of parliaments,
consultants, and community advisors.

RESPONSIBILITY:

Freedom to Act:

Works within the realm of departmental policies, procedures and objectives with direction from
management. Assist with the development of guidelines, polices and procedures for the
Administrative Services Department.

Control of Assets:

Assist with the controls the supply and usage of materials and equipment for the Administrative
Services Department.

Supervisory Control:

Number of Employees:

None

Coordination of Activities:

Supervises activities with a specific objective.

PROBLEM SOLVING:

The nature of the job requires problem-solving skills to effectively address issues impacting
scheduling of Board meetings, and appointments for the Director of Legal, Director of Legal,
Chairman of the Board, Members of the Board and Executive Management team. Creativity and
conflict management skills are also needed to address unusual issues related to conducting
research, scheduling appointments and arranging for meetings and visitors.

EFFORT:

Physical Exertion:

Requires normal office work environment.

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Mental/Visual Concentration:

Moderate mental and visual concentration is needed for preparation of, highly confidential
correspondence for the Director of Legal, Director of Legal, Chairman of the Board and the
C.E.O and the handling of confidential documents. This includes taking minutes; ensuring
confidentiality of corporate/legal documents, and managing highly confidential matters related to
corporate/legal business and Board papers, etc.

WORKING CONDITIONS:

Minimal exposure to disagreeable working conditions. Expected to perform duties during

normal working hours.

REPORTING RELATIONSHIPS:

Receives supervision directly from the Director of Legal and indirectly from both the C.E.O &
Director of Legal, Chairman of the Board. Deputized to provide supervision to clerical and
support staff in the Administrative Department.

FUNCTIONAL RELATIONSHIPS:

 Receives functional direction from the C.E.O and indirectly from the Director of Legal,
Chairman of the Board of Directors.

LIAISON WITH:

 Director of Legal Board of Directors, Executive Management, Department Heads and other
Members of Management.
 Members of Parliament, consultants, community advisors, vendors and the general public.

DUTIES AND RESPONSIBILITIES:

 Drafts and types general and highly confidential correspondence for the Director of
Legal, Chairman of the Board, including letters, invoices, memos and reports for
signature;
 Assists with the preparation of Board portfolios for timely distribution to Director of
Legal, Chairman, C.E.O, and Board Manager;
 Receives visitors, screens and refers callers for Members of the Board;
 Schedules and arranges appointments and meetings for C.E.O & Members of the Board;
 Attends meetings (including board meetings) upon the request of the Director of Legal,
Chairman and Members of the Board, C.E.O, and prepares and types minutes of same;
 Monitors and appropriately channels correspondence for Division/Department Heads &
Members of the Board;

Administrative Officer 3
 Assigns and reviews tasks to related staff and provides instructions on how tasks should
be completed;
 Handles highly confidential matters related to Board papers for submission to the
Director of Legal, Chairman and Members of the Board;
 Takes and transcribes dictation which may vary by subject matter including legal,
technical, financial or other specialized terminology; takes verbatim transcript from
telephone calls or in conferences as requested; operates personal computer and other
computerized office equipment;
 Receives visitors, screens, prioritizes, answer telephone and refers callers to the
Director of Legal, Chairman of the Board and the C.E.O as is appropriate;
 Takes and transcribes dictation which may vary by subject matter including legal,
technical, financial or other specialized terminology;
 Schedules and arranges appointments and meetings for C.E.O and Members of the
Board;
 Maintains office filing systems; reorganizes files as required; establishes subject matter
files; purges files of unnecessary items according to established policies and procedures;
 Monitors and distribute correspondence for the C.E.O. This involves maintaining a
record system of the movement of incoming correspondences, and other official
corporate forms and documents;
 Performs a variety of other related duties, such as: arranging for meetings and visitors,
making travel arrangements for supervisor, maintaining a filing system of
correspondence, and conducting research investigations.
 Vendor Qualification & Management and all duties included in this function through the
Approved company application.
 Drafts and types general and highly confidential correspondence for Executive
Management. The correspondence includes letters, invoices, memos, reports and other
documents as required;
 Receives visitors, screens, prioritizes, answer telephone and refers callers to the
Chairman and/ or Executive Management as is appropriate;
 Maintains calendars, schedules appointments and arrange meetings for Executive
Management to ensure smooth and uninterrupted business;
 Prepares agendas and attends meetings upon the request of the Chairman and/or
Executive Management and records and prepares the minutes of meetings and submits
for approval;
 Monitors and distributes correspondences/mails for Executive Management and ensure
that correspondences/mails are routed to the correct individual, department, company.
This involves maintaining a record system of the movement of incoming
correspondences, purchase orders and other official Corporation forms;
 Assists in the execution and distribution of corporate documents for Executive
Management;
 Exercises discretion within defined procedures and practices when handling sensitive,
highly confidential materials and matters;
 Prepares and maintains a confidential files and electronic and traditional record system
for internal and external communication;
 Conducts research investigations and prepares accompanying reports for Executive
Management attention as it relates to projects within the division.

Administrative Officer 4
 Manages employees’ and general public queries, complaints and grievances by addressing
and dealing with inquiries and concerns ensuring employees and customers receive
response, resolution and excellent customer service;
 Refers unresolved employees’ and customers’ queries, concerns and complaints to
appropriate department heads and managers for resolution as necessary;
 Provides secretarial and administrative support to the Chairman and/or Executive
Management in the absence of his or her Executive Administrative Assistant to ensure
that their workflow is uninterrupted and completed accurately and timely;
 Supports and assists the office of the Administrative Officer in planning, scheduling the
Board Room and sending out minutes for Board of Directors meeting;
 Assists in the management of the Executive and Administration office to ensure that
photocopy and fax machines and functioning properly and well stocked with supplies;

PERFORMANCE CRITERIA:

This job is satisfactorily performed when:

 Long and short-term departmental objectives are met.

 Day to day operation of the department is smooth and efficient.
 Deadlines and specifications are met (e.g., completion of confidential documents for
scheduled meetings).
 Reports are submitted within the stipulated time frame.

This document is a true and accurate description of the position.

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Incumbent

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