Front Desk/Business Assistant (full-time)

Tasks

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.

• Create, maintain, and enter information into databases.

• Use computers for various applications, such as database management or word processing.

• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.

• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.

• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.

• Schedule and confirm appointments for clients, customers, or supervisors.

• Maintain scheduling and event calendars.

• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.

• Complete forms in accordance with company procedures.

• Locate and attach appropriate files to incoming correspondence requiring replies.

• Conduct searches to find needed information, using such sources as the Internet.

• Open, read, route, and distribute incoming mail or other materials and answer routine letters.

• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

• Make copies of correspondence or other printed material.

• Learn to operate new office technologies as they are developed and implemented.

• Train and assist staff with computer usage.

• Order and dispense supplies.

• Prepare conference or event materials, such as flyers or invitations.

• Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.

• Collect and deposit money into accounts, disburse funds from cash accounts to pay bills or invoices, keep records of collections and disbursements, and ensure accounts are balanced.

• Establish work procedures or schedules and keep track of the daily work of clerical staff.

• Provide services to customers, such as order placement or account information.

• Prepare and mail checks.

• Arrange conference, meeting, or travel reservations for office personnel.

• Supervise other clerical staff and provide training and orientation to new staff.

• Manage projects or contribute to committee or team work.

• Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.

• Mail newsletters, promotional material, or other information.

• Take dictation in shorthand or by machine and transcribe information.

• Develop or maintain internal or external company Web sites.

Skills

• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

• Writing - Communicating effectively in writing as appropriate for the needs of the audience.

• Speaking - Talking to others to convey information effectively.

• Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

• Coordination - Adjusting actions in relation to others' actions.

• Service Orientation - Actively looking for ways to help people.

• Time Management - Managing one's own time and the time of others.

Knowledge

• Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

• Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

• English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.