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Duties and Responsibilities (but not limited to):
-Oversee all aspects of general office coordination.
-Maintain office calendar to coordinate work flow and meetings.
-Maintain confidentiality in all aspects of client, staff and firms information.
-Interact with clients, vendors and visitors.
-Answer telephones and transfer to appropriate staff member.
-Open, sort and distribute incoming correspondence, including faxes and email.
-Sign for and distribute UPS/FedEx or similarly delivered packages.
-Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing.
-File and retrieve organizational documents, records and reports.
-Coordinate and maintain records for staff, office space, telephones.
-Coordinate and direct office services, such as records, budget preparation, personnel and housekeeping.
-Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, Simply Accounting or other programs.
-Set up and coordinate meetings and conferences.
-Prepare agendas and make arrangements for committee, Board or other meetings.
-Attend Board, committee meetings or other meetings as requested in order to record minutes.
-Compile, transcribe and distribute minutes of meetings.
-Make travel arrangements for staff.
-Maintain inventory of office equipment and supplies.
-Research, price and purchase office furniture, equipment and supplies.
-Support staff in assigned project \based work.
-Supervise support personnel as required.
-Assists in special events, such as fundraising activities and the annual meeting.
-Assist with overall maintenance of the organization and its offices.
Essential Skills
- Reading text
- Document use
- Oral communication
- Working with others
- Decision making
- Critical thinking
- Job task planning and organizing
- Finding information
- Computer use
- Continuous learning
Technical Terminology
- Business
Specific Skills
- Type and proofread correspondence, forms and other documents
- Sort, process and verify applications, receipts and other documents
- Send and receive messages
- Provide general information to clients and the public
- Perform basic bookkeeping tasks
- Compile data, statistics and other information
- Receive and forward telephone or electronic enquiries
- Maintain and prepare reports from manual or electronic files, inventories, mailing lists and databases
- Process incoming and outgoing mail manually or electronically
- Prepare invoices and bank deposits
- Order supplies and maintain inventory
- Service office equipment and arrange for servicing in the case of major repairs
- Photocopy and collate documents for distribution, mailing and filing
Area Of Specialization
- Invoices
- Correspondence
- Contracts
- Charts, tables, graphs and diagrams
- Reports
- Forms and records
Work Conditions and Physical Capabilities
- Fast-paced environment
- Work under pressure
- Tight deadlines
- Repetitive tasks
- Combination of sitting, standing, walking
- Sitting for extended periods
Keyboarding (Words Per Minute)
- 41 - 60 wpm
Business Equipment and Computer Applications
- Windows
- Spreadsheet software
- MS Word
- Excel
- General office equipment
- Simply Accounting
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