OFFICE ASSISTANT (BS-16)

Apex Rankers; Peshawar City Tehsil; On-site; PKR 469,000 - 603,000; Full time

Job summary

Apex Rankers seeks an Office Assistant (BS-16) to ensure efficient file movement, accurate record-keeping, and timely disposal of official correspondence within the department, under supervision of Section Officers and Deputy Secretaries.

The role uses the e-Office suite and MS Office, typing 40+ wpm, maintains movement registers, issues certified copies, and coordinates with Record Room per the Retention Schedule.

Qualifications

• MCQ-style selection on Secretariat Practices, English, General Knowledge, and Basic IT Skills.
• Document verification of educational certificates, domicile, and experience.
• Final merit based on combined written and interview scores by the Departmental Selection Committee.

Responsibilities

• Receive, diarize, and distribute incoming correspondence using the central Diary Register and e-Office.
• Open, index, and maintain case files with proper referencing and cross-referencing.
• Prepare concise notes, draft letters, and summaries for officer approval.
• Maintain Dispatch Register and ensure timely dispatch of communications.
• Update service books, leave accounts, and personal files under ESTACODE.
• Process certified copy applications and issue copies with attestation.

Skills

Typing 40+ wpm

MS Office

e-Office suite

Record keeping

Archival coordination

Tools

e-Office tracking module

Dispatch Register

Job description

The Office Assistant (BS-16) serves as a senior clerical officer responsible for ensuring efficient file movement, accurate record-keeping, and timely disposal of official correspondence within the department. The role operates under the supervision of Section Officers and Deputy Secretaries, maintaining the integrity of the office's documentary workflow in compliance with the Secretariat Instructions and the Manual of Office Procedure.

Daily workflows include receiving and diarizing incoming dak, opening and indexing case files, preparing notes and drafts for approval, maintaining movement registers, and issuing certified copies of orders and notifications. The incumbent operates the e-Office suite and MS Office applications for typing at 40+ wpm, manages service books and personal files of staff, and coordinates with the Record Room for archival and retrieval of closed files per the Retention Schedule.

Selection follows a 100-mark MCQ written screening test covering Secretariat Practices, English Composition, General Knowledge, and Basic IT Skills. Candidates scoring the qualifying merit are shortlisted for document verification of educational certificates, domicile, and experience. Final merit is determined by combined written and interview scores before the Departmental Selection Committee, which assesses practical noting/drafting ability and situational judgment.

Key duties and responsibilities:

• Receive, diarize, and distribute incoming correspondence using the centralized Diary Register and e-Office tracking module
• Open, index, and maintain case files with proper referencing, flagging, and cross-referencing per filing classification scheme
• Prepare concise notes, draft letters, office memoranda, and summaries for officer approval following drafting standards
• Maintain Dispatch Register, ensure timely despatch of approved communications, and track acknowledgements
• Update service books, leave accounts, and personal files of gazetted and non-gazetted staff per ESTACODE provisions
• Process certified copy applications, verify record availability, and issue authenticated copies under proper attestation