Overview
The Office Assistant is accountable for performing secretarial support by typing, filing, maintaining file systems, assisting with all office procedures, and anticipating the needs of the various departments as assigned to maintain department activities.
Responsibilities
Produce departmental correspondence and other materials as assigned:
Prepares word processing documents rough and final drafts of correspondence and reports, procedure manuals, and other various duties.
Prepares excel documents.
Prepares power point documents.
Verifies format with the requesting personnel.
Proofreads materials generated for spelling, grammar, punctuation, etc.
Insures documents are distributed in a timely manner.
Prepares photocopies of materials as instructed.
Enters statistics into existing spreadsheets for monthly reports.
Prepares minutes to meetings held in department.
Prepares other reports in response to request.
Maintain confidential information.
Maintain department filing system:
Identifies the method of filing specific to each department and places material in appropriate file for retrieval as necessary.
Reviews materials on a regular basis for elimination from filing.
Maintain an inventory of department office supplies:
Maintains office supply inventory to insure sufficient supplies are available.
Prepares requisition form for needed supplies.
Insures supplies are kept in an orderly fashion.
Communication:
Answers telephone in a timely (by third ring) manner.
Takes complete and accurate message as necessary.
Transfers calls correctly being customer friendly at all times.
Acts a receptionist for the department; screens visitors, etc.
Schedules appointments and maintain records of appointments for department head.
Miscellaneous Duties:
May make travel reservations for department.
Responsible for distribution of mail..
Prepare meeting arrangements, order food service, and schedule room preparation, prepare packets and handouts as needed.
Performs miscellaneous duties as requested by department head that may include special projects such as collecting, organizing, and reporting data utilizing Windows and Excel.
Perform other duties as assigned.
Qualifications
EDUCATION, TRAINING, AND EXPERIENCE:
High school diploma with additional commercial business courses in shorthand, typing, etc.
Must demonstrate the ability to type accurately (60WPM); Windows 95 or updated version and Microsoft word and excel.
Must exhibit professional behavior and maintain the integrity of confidential information.
POSITION PHYSICAL REQUIREMENTS:
Must possess physical ability to endure prolonged sitting; moderate walking; lifting and carrying. May require exerting up to 20 pounds of force occasionally; and/or up to 10 pounds of force frequently; and/or a negligible amount of force constantly to move objects. Requires ability to endure excessive typing. Physical Demand requirements are in excess of those for sedentary work.
