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. Duties
- 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 and 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 organize 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.
- Proofread documents, records, or other files to ensure accuracy.
- Train 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 Systems Adobe Acrobat
- Adobe Systems Adobe InDesign
- Blackbaud The Raiser's Edge
- Blackboard
- Data entry software
- FileMaker Pro
- IBM Notes
- Intuit QuickBooks
- LexisNexis
- Medical condition coding software
- Medical procedure coding software
- MEDITECH software
- Microsoft Access
- Microsoft Excel
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Publisher
- Oracle JD Edwards EnterpriseOne
- Oracle PeopleSoft
- 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
- Propertyware
- Records management software
- Salesforce.com Salesforce CRM
- Scanners
- Spreadsheet software
- St. Paul Travelers e-CARMA
- Switchboards
- Transcription system software
- Typewriters
- Voice mail systems
- Web browser software
- Word processing software
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