Office Assistant

Job Title: Office Assistant

Work Hours: 8:00 am to 5:00 pm, Monday through Friday

Primary Job Functions: Responsible for handling customer calls and routing to the appropriate department or paging personnel as necessary. To give office support to the entire company as needed using a variety of computer and organizational skills. Maintain the product literature for the sales staff. Other accounting support as directed by the Office Manager.

Reports to: Office Manager

Daily Duties:

• Retrieve messages from answering service and route appropriately.
• Answer all incoming calls and route to the appropriate person.
• Take messages and page personnel as necessitated.
• Schedule service calls as directed.
• Prepare letters, marketing pieces, and spreadsheets as requested.
• Maintain product literature inventory.
• Receive and distribute daily US mail and internal mail.
• Collate accounts payable packing slips with purchase orders.
• As vendor invoices are received collate with packing slip and purchase order, then update accounting software.
• File Accounts Receivable and Accounts Payable invoices after update to accounting software.
• Confirm Vendor statements with vendor balance in accounting software.
• Order office supplies and maintain / control supply inventory.
• Update service database from each service ticket.
• Other duties as assigned.

Performance Indicators: Certain key business indicators that will measure the effectiveness of the Office Assistant. These include the following:

• Promptness of answering calls.
• Promptness of retrieving messages
• Efficiency level with respect to preparing letters, marketing pieces, and spreadsheets.
• Communication skills.
• Timeliness and accuracy of accounting data entry.
• Filing accuracy.
• Number of times office supply items are out of stock.