Administrative Assistant

Common tasks

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
• Create, maintain, and enter information into databases.
• Use computers for various applications, such as database management or word processing.
• Collect and deposit money into accounts, disburse funds from cash accounts to pay bills or invoices, keep records of collections and disbursements, and ensure accounts are balanced.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Schedule and confirm appointments for clients, customers, or supervisors.

Most important skills

Speaking

Talking to others.

Active Listening

Listening to others, not interrupting, and asking good questions.

Reading Comprehension

Reading work-related information.

Writing

Writing things for co-workers or customers.

Time Management

Managing your time and the time of other people.

Service Orientation

Looking for ways to help people.

Coordination

Changing what is done based on other people's actions.

Monitoring

Keeping track of how well people and/or groups are doing in order to make improvements.