Administrative Assistant

Position Summary

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

Tasks

• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Make copies of correspondence and other printed material.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Learn to operate new office technologies as they are developed and implemented.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Handle production work specific to the public accounting industry.

Skills

• 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.
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Time Management - Managing one's own time and the time of others.
• Writing - Communicating effectively in writing as appropriate for the needs of the audience.
• Speaking - Talking to others to convey information effectively.
• Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
• Computer Skills – Ability to operate spreadsheet, word processing and email programs. 
• Teamwork – Ability to function within a group of co-workers and learn to work with different types of people.
• Confidentiality – Ability to keep client and employee information confidential and to not participate in office gossip.
• Willingness to be helpful and work overtime as needed

Experience and Education

High School Diploma (or GED or High School Equivalence Certificate); 2 years