Office Assistant

Job Description

Job Description

About This Role

Clerical duties within the office may encompass a range of responsibilities, including answering telephones, maintaining bookkeeping records, typing or word processing, operating office equipment, and managing files. A thorough understanding of office systems and procedures is essential.

What You'll Do

• Disburse and deposit money, conduct basic bookkeeping, and facilitate banking transactions.
• Interact with customers, employees, and other stakeholders to address inquiries, provide information, take orders, and resolve complaints.
• Manage telephone communications, direct calls, and take messages.
• Organize, sort, and maintain files and records of office activities, business transactions, and other relevant documents.
• Prepare and send bills, contracts, policies, invoices, or checks.
• Operate office machines, including photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Process, record, and proofread data and other information, such as records or reports.
• Maintain and update filing, inventory, mailing, and database systems using computers or manually.
• Handle incoming mail, respond to correspondence, and prepare outgoing mail.
• Review files, records, and documents to gather information in response to requests.
• Deliver messages and complete errands.
• Manage inventory and order materials, supplies, and services.
• Coordinating work schedules, managing calendars, and arranging appointments.
• Prepare and process documents, including business or government forms and expense reports.
• Supervise the work of junior clerks and direct their activities.
• Compose, format, proofread, and edit correspondence and other documents using computers or typewriters.
• Count, measure, or organize materials.
• Provide training to staff members to perform work-related activities, such as computer application use.
• Develop meeting agendas, attend meetings, and record and transcribe minutes.
• Troubleshoot issues related to office equipment, including computer hardware and software.

Requirements

• Prepare cash for deposit or disbursement.
• Execute sales or other financial transactions.
• Collect deposits, payments or fees.
• Coordinate with coworkers to synchronize 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.
• Verify 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.
• Arrange travel, accommodations, or entertainment 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.