Office Assistant

Summary

Clerical duties within the office may include a combination of answering telephones, bookkeeping, typing or word processing, office machine operation, and filing. Requires knowledge of office systems and procedures.

• Collect, count and disburse money, do basic bookkeeping and complete banking transactions.
• Communicate with customers, employees and other individuals to answer questions, disseminate or explain information, take orders and address complaints.
• Answer telephones, direct calls and take messages.
• Compile, copy, sort and file records of office activities, business transactions and other activities.
• Complete and mail bills, contracts, policies, invoices or checks.
• Operate office machines such as photocopiers, scanners, facsimile machines, voice‑mail systems and personal computers.
• Compute, record and proofread data and other information such as records or reports.
• Maintain and update filing, inventory, mailing and database systems, either manually or using a computer.
• Open, sort and route incoming mail, answer correspondence and prepare outgoing mail.
• Review files, records and other documents to obtain information to respond to requests.
• Deliver messages and run errands.
• Inventory and order materials, supplies and services.
• Complete work schedules, manage calendars and arrange appointments.
• Process and prepare documents such as business or government forms and expense reports.
• Monitor and direct the work of lower‑level clerks.
• Type, format, proofread and edit correspondence and other documents from notes or dictating machines using computers or typewriters.
• Count, weigh, measure or organise materials.
• Train other staff members to perform work activities such as using computer applications.
• Prepare meeting agendas, attend meetings and record and transcribe minutes.
• Troubleshoot problems involving office equipment such as computer hardware and software.

• Prepare cash for deposit or disbursement.
• Execute sales or other financial transactions.
• Collect deposits, payments or fees.
• Confer with coworkers to coordinate work activities.
• Respond to customer problems or complaints.
• Answer telephones to direct calls or provide information.
• Compile data or documentation.
• File documents or records.
• Send information, materials or documentation.
• Operate office equipment.
• Check data for recording errors.
• Proofread documents, records or other files to ensure accuracy.
• Maintain inventory records.
• Sort mail.
• Distribute incoming mail.
• Search files, databases or reference materials to obtain needed information.
• Provide information to coworkers.
• Monitor inventories of products or materials.
• Schedule appointments.
• Prepare employee work schedules.
• Prepare documentation for contracts, transactions or regulatory compliance.
• Supervise clerical or administrative personnel.
• Training personnel.
• Transcribe spoken or written information.
• Record information from meetings or other formal proceedings.
• Maintain office equipment in proper operating condition.
• Make travel, accommodations or entertainment arrangements for others.

• Adobe Acrobat
• Adobe In Design
• The Raiser's Edge
• Blackboard
• Data entry software
• File Maker Pro
• IBM Notes
• Intuit Quick Books
• Lexis Nexis
• Medical condition coding software
• Medical procedure coding software
• MEDITECH software
• Microsoft Access
• Microsoft Excel
• Microsoft Outlook
• Microsoft Power Point
• Microsoft Publisher
• Oracle JD Edwards Enterprise One
• Oracle People Soft
• Sage 50 Accounting
• SAP
• Yardi
• 10‑key calculators
• Alpha Software Alpha Five
• Appointment scheduling software
• Billing software
• Bookkeeping software
• Computer laser printers
• Computer terminals
• Data input scanners
• Desktop computers
• Dictation equipment
• Digital duplicating machines
• Electric typewriters
• Electronic Data Interchange (EDI) systems
• Filing system software
• Google Docs
• IBM Check Processing Control System (CPSC)
• Laptop computers
• Laser facsimile machines
• Letter folding machines
• Mavenlink
• Microsoft Office
• Microsoft Windows
• Microsoft Word
• Multi‑line telephone systems
• Personal computers
• Photocopiers
• Photocopying equipment
• Postage machines
• Property ware
• Records management software
• Salesforce CRM
• Scanners
• Spreadsheet software
• St. Paul Travelers e‑CARMA
• Switchboards
• Transcription system software
• Typewriters
• Voice mail systems
• Web browser software
• Word processing software