Job Description

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Management > Office Assistant

Salary National Average

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42620.0000 52100.0000 58240.0000

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Candidate Supply: 5,423 Job Openings: 2,060

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Short Description:

Perform a range of essential office support activities for a unit/department, such as answering phones and directing calls, greeting and directing visitors, answering questions, and performing routine clerical, data entry, and word processing work.

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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