What are the responsibilities and job description for the Office Staff position at Bel-o Sales & Service, Inc DBA BELOMAN?
Job Description for Office Staff
Employer Information
Organization Name: BELOMAN
Job Department: Office
Reports to: Jonathon Schuette
Job Department: Office
Reports to: Jonathon Schuette
Prepared Date: 2/29/2024
Purpose:
Perform duties too varied and diverse to be classified in any specific office clerical occupation requiring knowledge of office systems and procedures. Clerical duties include but are not limited to entering and scanning documents, processing service technician’s time sheets, managing service ticket payments and reports, and preparing check/credit card deposits for accounting department. Additional duties to be assigned in accordance with the office procedures on an as needed basis include a combination of answering telephones, typing or word processing, office machine operation, filing, and helping customers over the counter.
Knowledge:
Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, 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.
Skills:
Basic Skills
- Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
- Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Learning Strategies - Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
- Monitoring - Monitoring/Assessing performance of yourself to make improvements or take corrective action.
- Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
- Speaking - Talking to others to convey information effectively.
- Writing - Communicating effectively in writing as appropriate for the needs of the audience.
Systems Skills
- Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
- Systems Analysis - Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
- Systems Evaluation - Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
Resource Management Skills
- Management of Material Resources - Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
- Time Management - Managing one's own time and the time of others.
Work Context
Body Positioning
- Spend Time Making Repetitive Motions
- Spend Time Sitting
- Spend Time Using Your Hands to Handle, Control, or Feel Objects, Tools, or Controls
Communication
- Contact With Others
- Electronic Mail
- Face-to-Face Discussions
- Letters and Memos
- Telephone
Routine versus Challenging Work
- Importance of Being Exact or Accurate
- Importance of Repeating Same Tasks
- Structured versus Unstructured Work
Pace and Scheduling
- Tasks Will Be Time Sensitive
Responsibility for Others
- Responsibility for Outcomes and Results
Role Relationships
- Coordinate or Lead Others
- Deal With External Customers
- With Work Group or Team
Tasks
- Communicate with customers, employees, and other individuals to answer questions, disseminate, or explain information, take orders, and address complaints.
- Answer telephones, direct calls, and take messages.
- Compile, copy, sort, and file records of office activities, business transactions, and other activities.
- Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
- Compute, record, and proofread data and other information, such as records or reports.
- Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
- Review files, records, and other documents to obtain information to respond to requests.
- Deliver messages.
- Type, format, proofread, and edit correspondence and other documents, from notes or, using computers.
- Provide customer service.
Tools and Technology
Calculators or accessories
- 10-key calculators
Photocopiers
- Photocopiers
- Photocopying equipment
- Scanners
Accounting software
- FieldEdge Software
- Intuit QuickBooks software
Document management software
- Filing system software
- Records management software
- Transcription system software
Spreadsheet software
- Microsoft Excel
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