Clerical Assistant

Job Description

Job Description

Job Overview: The Clerical Assistant provides essential support to ensure the smooth and efficient operation of office tasks and administrative functions. This role involves managing correspondence, maintaining records, handling data entry, and performing general office duties. The ideal candidate will possess strong organizational and communication skills, attention to detail, and proficiency in office software.

Key Responsibilities:

1. Administrative Support:

• Answer and direct phone calls, take messages, and handle inquiries.
• Greet and assist visitors, clients, and employees with professionalism.
• Schedule and coordinate meetings, appointments, and events.
• Prepare and distribute internal and external communications, including emails, memos, and letters.

1. Data Entry and Record Keeping:

• Enter, update, and maintain accurate records in databases and filing systems.
• Process and file documents, ensuring proper organization and accessibility.
• Assist with the preparation of reports, presentations, and other documents as needed.
• Maintain office supplies inventory, including ordering and restocking as necessary.
• Manage incoming and outgoing mail, including sorting, distributing, and sending packages.
• Ensure the office environment is clean, organized, and conducive to productivity.

1. Support:

• Assist with basic bookkeeping tasks, including tracking expenses and processing invoices.
• Prepare expense reports as required.

1. Customer Service:

• Provide support and assistance to clients, customers, and staff, addressing queries and resolving issues.
• Maintain a high level of professionalism and confidentiality in all interactions.

1. Project Assistance:

• Support various departmental projects and initiatives by providing administrative assistance.
• Assist with data collection, research, and preparation of project materials.

Qualifications:

• High school diploma or equivalent; additional coursework or certification in office administration or a related field is a plus.
• Proven experience in an administrative or clerical role is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Excellent written and verbal communication skills.
• Attention to detail and accuracy in data entry and documentation.
• Ability to handle sensitive information with confidentiality.

Physical Requirements:

• Ability to sit or stand for extended periods.
• Use of a computer and office equipment.

Working Conditions:

• Typical office environment with standard office equipment and conditions.
• Occasional overtime or additional hours may be required to meet deadlines or complete special projects.

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