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.

Requirements

• 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.

Nice To Haves

• 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

Benefits

Inquire with in.