Job Role Description

Clerical > Office Assistant

Salary National Average

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34820.0000 38380.0000 43020.0000

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Short Description:

An Office Assistant provides administrative support to ensure smooth office operations. Responsibilities include answering phone calls, managing correspondence, scheduling appointments, and organizing files and documents. They assist with data entry, handle office supplies, and support other staff members with various tasks as needed. The role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Duties / Responsibilities:

  • Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
  • Answer telephones, direct calls, and take messages.
  • Maintains and updates filing, inventory, mailing, and database systems, either manually or using a computer.
  • Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.
  • Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
  • Compile, copy, sort, and file records of office activities, business transactions, and other activities.
  • Compute, record, and proofread data and other information, such as records or reports.
  • Type, format, proofread, and edit correspondence and other documents from notes or dictating machines.
  • Complete work schedules, manage calendars, and arrange appointments.
  • Review files, records, and other documents to obtain information to respond to requests.

Skills / Requirements / Qualifications

  • Active Listening: Giving full attention to what other people are saying, taking time to understand the points made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Computers and Electronics: Knowledge of office software, including MS Word, Excel, and Outlook.
  • Reading Comprehension: Understanding written sentences and paragraphs in work-related documents.
  • Speaking: Talking to others to convey information effectively.
  • Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do.
  • Time Management: Managing one's own time and the time of others.
  • Writing: Communicating effectively in writing as appropriate for the audience's needs.
  • Service Orientation: Actively looking for ways to help people.
  • Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Job Zones

  • Education: These occupations usually require a high school diploma.
  • Related Experience: Some previous work-related skills, knowledge, or experience is usually needed. For example, a teller would benefit from experience working directly with the public.
  • Job Training: Employees in these occupations need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with these occupations.
  • Job Zone Examples: These occupations often involve using your knowledge and skills to help others. Examples include sheet metal workers, forest fire fighters, customer service representatives, physical therapist aides, salespersons (retail), and tellers.
  • Specific Vocational Preparation in years: 3 months to 1 year of preparation (4.0 to < 6.0)

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