Please help us, Office Assistant

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Duties and Responsibilities

Business office assistants work in just about any type of office where they are required to utilize a broad range of secretarial and computer skills. These positions can be entry level or higher depending on education and experience. Here is a list of duties and responsibilities found in many office assistant job descriptions:

• Answers telephones, routes calls, takes messages, and provides general information; greets and directs visitors; answers routine inquiries.
• Opens and routes incoming mail; distributes correspondence and other material to appropriate people.
• Performs a variety of routine typing assignments as appropriate to the position; may draft basic correspondence, enter data, and print letters, labels, reports, and/or other materials; creates and mails form letters.
• Copies materials as requested; sends facsimiles.
• Establishes, maintains, processes, and/or updates files, records, and other documents.
• Schedules appointments, meetings, and conferences.
• Orders, stocks, and/or distributes office supplies.
• Organizes meetings; takes minutes.
• Uses spreadsheet software to assist with departmental budget reports.

Qualifications

Business office assistants must have knowledge of:

• Office procedures
• Word processing software (usually Word)
• Database software (usually Access)
• Spreadsheet software (usually Excel)
• Presentation software (PowerPoint)
• Basic bookkeeping principles
• Standard office equipment such as photocopy and facsimile machines
• The Internet and email procedures
• Telephone techniques
• English grammar, spelling, and punctuation
• Basic arithmetic

Abilities

Business office assistants must be able to:

• Compose, type, and assemble information in proper business form
• Use word processing software to prepare correspondence and reports
• Set up and maintain a wide variety of files, records, and reports
• Follow oral and written instructions
• Work effectively with other staff members
• Work effectively with the public
• Handle and prioritize multiple tasks
• Analyze situations and adopt effective courses of action
• Type at least 40 words per minute
• Produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar
• Use the Internet for email and research