Office Assistant/Title Clerk

Tasks

• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.

• Answer telephones, direct calls, and take messages.

• Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.

• Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.

• Compile, copy, sort, and file records of office activities, business transactions, and other activities.

• Review files, records, and other documents to obtain information to respond to requests.

• Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.

• Compute, record, and proofread data and other information, such as records or reports.

• Complete work schedules, manage calendars, and arrange appointments.

• Type, format, proofread, and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters.

• Inventory and order materials, supplies, and services.

• Deliver messages and run errands.

• Collect, count, and disburse money, do basic bookkeeping, and complete banking transactions.

• Complete and mail bills, contracts, policies, invoices, or checks.

• Process and prepare documents, such as business or government forms and expense reports.

• Monitor and direct the work of lower-level clerks.

• Prepare meeting agendas, attend meetings, and record and transcribe minutes.

• Train other staff members to perform work activities, such as using computer applications.

• Count, weigh, measure, or organize materials.

• Make travel arrangements for office personnel.

• Troubleshoot problems involving office equipment, such as computer hardware and software.

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.

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.

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