Executive Secretary at Ilembe District Municipality

 DUTIES

• Ensures that all the activities and duties of the Chief Financial Officer; ranging from administration, secretarial, support and making administrative decisions in order to ensure an effective and efficient smooth running of all aspects in the Director's office in accordance with the Batho Pele Principles
• To facilitate, coordinate and execute all the administrative functions in the Office of the Chief Financial Officer for efficient and effective decision-making processes, systematic flow of information within the Financial Services Department and across the organization and execution of Council policies and decisions
• Provides executive secretarial support, coordinating general office requirements and overseeing the office expense budget; attending to specific office support/ clerical activities associated with the preparation, copy typing, circulation, safekeeping and retrieval of documents/ correspondence and, communicating with visitors, officials and/ or general public, sourcing and making available routine information pertaining to scheduled activities of the Department and/ or Municipality
• Maintain a schedule of execution to track the implementation of Council decisions and Chief Financial Officer's instructions by line Department Managers and their immediate Subordinates
• Coordinate the flow of information between the Office of the Chief Financial Officer and the rest of the Management
• Coordinate and control the flow of information between the Office of the Chief Financial Officer and the outside stakeholders (Government, Private Sector and Civil Society)
• Perusing Council and Committee agenda and minutes of meetings and identifying with items associated Section's activities requiring the attention of the immediate superior
• Verifying transactional documentation (requisitions, reports, etc.) and forwarding for signing by the CFO and referring and making available necessary supporting documentation
• Attending to the telephonic queries from service providers with regard to outstanding payments
• Ensuring that all documentation is signed by the relevant officials as well as the information is correctly written, stamped and dated

Requirements

REQUIREMENTS:                      

• Matric
• Secretarial or Office Administration Diploma
• 2-3 years relevant experience;
• Valid driver’s license

COMPETENCIES:

• A certain level of maturity, understanding is required as well as an ability to cope with the responsibility of the post
• Computer literacy (Excel, Word essential).
• Ability to cope with the responsibility
• Must have telephone skills
• Must be able to work under pressure
• Must be able to handle multi-tasks