Office assistants' job duties & Resume Format

Office assistants' job duties & Resume Format

Office assistants' job duties usually include tasks like typing, filing, taking inventory, keeping records and sorting checks. They may also prepare documents, process mail and answer telephones.

What are the duties of an administrative assistant?
Most administrative assistant duties revolve around managing and distributing information within an office. This generally includes answering phones, taking memos and maintaining files. Administrative assistants may also be in charge of sending and receiving correspondence, as well as greeting clients and customers.


What are the office duties?
Clerical duties may be assigned in accordance with the office procedures of individual establishments and may include a combination of answering telephones, bookkeeping, typing or word processing, stenography, office machine operation, and filing.

JOB SUMMARY

This is the first level in the Office Assistant job family. Incumbents in this classification perform a wide variety of responsible office support and administrative functions in support of the assigned college program, service or department. The Office Assistant I position requires proficiency in the full range of general office services and functions as well as knowledge of the services of their department and work assignment.

DISTINGUISHING CHARACTERISTICS

Office Assistant I is distinguished from the Office Assistant II and III by performing well defined, semi-routine functions with relatively close supervision and requiring limited technical knowledge of the department or area of assignment. Office Assistant II and III positions work with considerable independence, apply advanced technical knowledge, and exercise judgment and discretion in handling assigned responsibilities.

TYPICAL DUTIES AND RESPONSIBILITIES

• Greets customers of the department, or other personnel of the college, by phone, in person or through electronic media. Assesses customer needs and explains services, processes, procedures and guidelines. Handles requests/transactions or directs the person or matter to the proper sources. Assists in resolving problems and ensuring satisfactory customer service. Processes forms or applications to ensure accuracy and completeness; computes or verifies data, fees or payments, enters data and forwards or files paperwork.
• Uses a personal computer and a variety of office software applications including word processing, email, and file management. Creates documents in Word or uses predefined templates and form letters. Creates or maintains files in Excel. May create PowerPoint presentations and use Access or other databases.
• Operates office equipment such as printers, copy machines, fax machines. Serves as liaison with service and vendor personnel.
• Provides direct or indirect assistance to academic functions and services. This includes room or class scheduling, administration of student records, test administration and scoring, supporting counseling/advising services and general support to programs in all areas of the college.
• Enters information into Banner and/or other large and complex databases of department records and services, ensures the accuracy and completeness of the data, and generates reports or outputs as needed.
• Receives mail or correspondence for the work unit or area. Opens or reviews correspondence and determines proper disposition.
• Maintains department supplies and inventories. Tracks status, orders, purchases, and maintains or distributes supplies as needed.
• Files documents and develops or modifies filing practices, including use of electronic        rather than paper records.
• Coordinates, organizes, and takes minutes at meetings, and supports other department activities and functions. Schedules or obtains use of rooms and sets up rooms and equipment for use.
• Performs other related duties as assigned.

WORK ENVIRONMENT AND PHYSICAL CHARACTERISTICS

Position involves sitting for extended periods of time while working at a computer terminal. Positions in this job family typically work in an office setting but may be assigned more physical duties such as transporting office supplies and equipment.

MINIMUM QUALIFICATIONS

High school diploma or equivalent. One year business school training or related work experience.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Contemporary office practices, procedures and techniques;
• Spelling, vocabulary, math and grammar skills appropriate to the level of the position.

Skills in:

• Operating a computer and various software packages;
• Operating a variety of office equipment;
• Identifying student needs and matching them with available resources
• Creating, organizing and keeping records.

Ability to:

• Develop and maintain effective working relationships;
• Meet college expectations regarding customer service;
• Maintain a reliable and dependable attendance record;
• Provide effective and responsive service to department customers and contacts;
• Locate information using electronic resources, including the Intranet and Internet, as assigned;
• Learn and utilize Banner or other information systems and databases.

OFFICE ASSISTANT RESUME SAMPLE

YOUR FULL NAME

Your mailing address
Your phone numbers
Your email address

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Objective

Seeking a responsible office assistant position in a professional office environment.

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Profile Statement

An independent and organized worker with five years experience performing a wide range of office support functions for up to 10 employees.

Key capabilities include:

• data entry and database management
• scheduling, organizing and planning
• front office reception and switchboard
• general accounting and administration
• proficiency in a wide range of computer applications
• keen attention to detail ensuring the accurate completion of multiple tasks by strict deadlines
• initiative and resourcefulness resulting in the effective streamlining of processes and systems to improve efficiency.

A team worker with excellent communication skills, high level customer service experience and a passion for getting results.

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Work Experience

Office Assistant

Go Gourmet, Miami, FL
September 2012 - Date

• prepare and mail out invoices daily
• organize and track purchase orders
• assist with processing payments
• handle delivery queries
• liaise with customers and suppliers
• create and maintain customer databases
• prepare correspondence, memos and quotes
• send out email marketing campaigns
• receive and assist customers and visitors
• assist with the organization of promotions and events

Front Office Assistant

Bern Global, Miami FL
October 2009 - July 2012

• conducted full front office reception duties
• operated multi-line telephone system
• answered, screened and routed all incoming calls
• scheduled appointments and meetings
• co-ordinated conference and meeting rooms
• organized catering for meetings
• performed administrative duties including faxing, filing and managing incoming and outgoing mail
• prepared correspondence
• maintained filing systems
• managed office equipment maintenance
• maintained office supply inventory

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Education

Gables Senior High
School, Miami, FL

High School Diploma, 2009

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Technical Skills

• data entry and management
• typing skills
• knowledge of basic accounting principles and procedures
• MS Word
• MS Excel
• MS PowerPoint
• MS Outlook

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Core Competencies

• organization and planning skills
• communication skills
• customer service skills
• information gathering and management
• adaptability and flexibility
• problem-solving
• attention to detail
• strong sense of urgency
• confidentiality

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References

Available on request