+-----------------------------------+-----------------------------------+ | | | +-----------------------------------+-----------------------------------+ | | OFFICE ASSISTANT ESSENTIAL | | | DUTIES | | | | | | 1. Performs a wide variety of | | | routine office administrative | | | duties to support | | | departmental operations, | | | including filing and | | | preparing records. | | | 2. Maintains accurate and | | | detailed records, verifies | | | accuracy of information, | | | research discrepancies, and | | | records information. | | | 3. Verifies and reviews forms | | | and reports for completeness | | | and conformance with | | | established regulations and | | | procedures; applies | | | departmental and program | | | policies and procedures in | | | determining completeness of | | | records, and files. | | | 4. Prepares, copies, collates, | | | and distributes a variety of | | | documents, including | | | informational packets; | | | ensures proper filing | | | 5. Screens calls, visitors, and | | | incoming mail; assists | | | vendors and customers at | | | front counter and directs | | | them to the proper staff | | | 6. Composes, types, formats, and | | | proofreads a variety of | | | documents, memoranda; checks | | | drafts for punctuation, | | | spelling, and grammar, | | | prepares and distributes | | | outgoing mail. | | | 7. Take mail to US Post Office, | | | Fedex, and deliver to | | | customers as needed in | | | company automobile. | | | 8. May assist with special event | | | programs, scheduling | | | 9. Performs other duties as | | | assigned by management | | | 10. Reception: greeting all | | | visitors coming to GTI | | | 11. Phone: answering and | | | directing all incoming calls | | | 12. Scheduling appointments with | | | vendors | | | 13. Typing, Filing Documents, | | | Making Copies | | | 14. Errands: trips to the post | | | office, Fed Ex, local small | | | deliveries to customers using | | | the companyautomobile | | | 15. Scanning Documents to Files | | | 16. Data Entry | | | | | | SUPERVISION RECEIVED AND | | | EXERCISED Receives general | | | supervision from assigned | | | management. Exercises no | | | supervision over staff. | | | Knowledge of: | | | | | | - File materials | | | alphabetically, | | | chronologically, and | | | numerically | | | - Enter and retrieve data from | | | a computer with sufficient | | | speed and accuracy to perform | | | assigned work. | | | - Perform responsible clerical | | | support and customer service | | | work with accuracy, speed, | | | and minimal supervision. | | | - Organize own work, set | | | priorities, and meet critical | | | time deadlines | | | - Use English effectively to | | | communicate in person, over | | | the telephone, and in writing | | | - Compose correspondence and | | | reports independently or from | | | brief instructions; maintain | | | records and databases. | | | - Establish and maintain a | | | variety of filing, | | | recordkeeping, and tracking | | | systems. | | | - Have a working knowledge of | | | Windows and Excel and basic | | | computer skills | | | - Obtain a current Driver's | | | License and satisfactory | | | driving record | | | - Maintain a positive friendly | | | working