Job Analysis: The Responsibilities of the Office Assistant - Essay Example

Administrative assistance may be required when the need arises as the employee is deemed able to perform the responsibility as he gains the necessary skills.

            The responsibilities of the Office Assistant include answering phone calls, reading and answering email messages regarding parking and transportation transactions, and speaking with customers in person if needed. Clerical duties are specified to typing, reviewing memos, forms, letters, and other general correspondences, sorting and filing of documents and records, receiving, sorting, and distributing incoming and outgoing emails, and editing documents of accuracy and well-phrased information. It also includes processing required documents for applications, payment of bills, payment records, and sending notifications for those who failed to pay orders when necessary. Moreover, the use of computers, typewriters, and software processors is needed in the entry of data gathered and keeping records.

With the responsibilities mentioned earlier, it is then important for the employee to be proficient in English both verbally and in written form and should also be able to understand instructions and perform them as needed. The Office assistant should be able to type with a minimum speed of fifty words per minute, has a basic knowledge of computer operation, and should be able to use Microsoft Word instruments necessary for editing like spelling and grammar corrections. His grammar and spelling should be exceptionally good to make sure grammatical errors are corrected before final records are kept. Basic mathematical abilities are necessary for correct computations and analytical abilities are also required to decide on duties without the assistance of a supervisor. In addition, organizational skills are required to keep an efficient office performance where records are easily found when needed, using simple arrangements that provide easy access to information. Good public relations should be acquired by the employee to perform well in dealing with customers and other employees.

            A supervisor will directly help the Office Assistant in the basic performances during the training period and will be given lesser assistance as he learns to perform duties and gain the skills required for the job. Other professional personnel may assist in the training of the employee to gain professional and technical skills necessary for the performance of his duties and responsibilities. The minimum requirement for the job is a basic knowledge of clerical responsibilities and computer literacy with an equivalent education completion of grade twelve. He should also have knowledge of office practices and procedures and should be able to create formal letters as well as able to perform duties within organization policies procedures and operating details in line with the department. Promotion to Senior Office Assistant will commence after completing one year of being an Office Assistant and upon the recommendation of the department head.