Office Assistant

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.
• Deliver messages and complete errands.
• Manage inventory and order materials, supplies, and services.
• Coordinate work schedules, manage calendars, and arrange 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.
• Cookordination 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.