OFFICE ASSISTANT

Clerical duties may be assigned in accordance with the office procedures of individual establishments and may include a combination of answering telephones, typing or word processing, office machine operation, and filing. Requires knowledge of office systems and procedures.

Essential Job Functions

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 records of office activities, business transactions, and other activities.

Operate office machines, such as photocopiers and scanners, e-fax, voice mail systems, and personal computers.

Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.

Job Knowledge

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Job Skills

Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Speaking - Talking to others to convey information effectively.

Job Abilities

Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.

Oral Expression - The ability to communicate information and ideas in speaking so others will understand.

Written Comprehension - The ability to read and understand information and ideas presented in writing.

Speech Clarity - The ability to speak clearly so others can understand you.

Speech Recognition - The ability to identify and understand the speech of another person.

Written Expression - The ability to communicate information and ideas in writing so others will understand.

Technology

Filing system software

Email software

Web browser

Microsoft Office software

Microsoft Windows