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Administrative Assistant

 

An efficient administrative assistant provides a strong foundation to a business. They oversee the working of the staff and ensure that the budget and records of the office are managed efficiently. Read on to know about the job of an office manager.

 

An administrative assistant has a wide range of responsibilities to carry out. From supervising the work of the office staff, to designing and implementing the various policies of an office, administrative assistant’s job depends upon the organization he/she is working with. His/Her overall responsibility is to ensure the smooth running of an office.

 

Job Description

 

Supervisory Responsibilities: An administrative assistant assigns and regulates clerical and secretarial functions. He/She delegates responsibilities among the staff and ensures that no staff member is overload with work. To make sure office staffs are working properly.He/She determines the salaries and the working conditions of the employees in the office. An administrative assistant evaluates and manages the performance of each employee and plays a crucial role in their promotion.

 

Recruitment and Training: When there is a need for more staff, it is the administrative assistant who oversees the selection and recruitment procedure of the new candidates. It’s their responsibility to train and orient the new employees about the office policies, procedures and equipment. An office manager devices training programs for the employees and makes arrangements for such sessions to be conducted. Sometimes they may be involved in conducting the training.

 

Maintain Office Records: An administrative assistant designs filing systems and ensures that these systems are up to date. He/She lays down the procedures for maintain records. He maintains the office budget and records all expenses. He/She to ensure the personnel files are up to date and secure, and that transfer and disposal of records as per the retention schedules and policies are carried out effectively.

 

 

 

Responsible for the organization and coordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.

 

Main Job Tasks and Responsibilities

  • Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff

  • Allocation of resources to enable task performance

  • Coordinate office staff activities to ensure maximum efficiency

  • Evaluate and manage staff performance

  • Recruit and select office staff

  • Organize orientation and training of new staff members

  • Coach and discipline office staff

  • Design and implement filing systems

  • Ensure filing systems are maintained and current

  • Established procedure for record keeping

  • Monitor record keeping

  • Ensure security and confidentiality of data

  • Design and implement office policies and procedures

  • Ensure office policies and procedures  are being adhered to

  • Analyze and monitor internal processes

  • Implement procedural and policy changes to improve operational efficiency

  • Prepare operational reports and schedules to ensure efficiency

  • Monitor and maintain office supplies inventory

  • Review and approve office supply acquisitions

  • Maintain a safe and secure working environment

  • Handle customer inquiries and complaints

  • Manage internal staff relations

 

Education and Experience

  • A business degree or equivalent

  • A high school diploma with a number of years administrative and supervisory                     

experience

  • Knowledge of accounting, data and administrative management practices and     

procedures

  • Knowledge of clerical practices and procedures

  • Knowledge of human resources management practices and procedures

  • Knowledge of business and management principles

  • Computer skills and knowledge of office software packages

 

Key Competencies

  • Communications skills

  • Problem analysis and assessment

  • Judgment and problem solving

  • Decision making

  • Planning and organizing

  • Work and time management

  • Attention to detail and high level of accuracy

  • Delegation of authority and responsibility

  • Information gathering and monitoring

  • Coaching skills

  • Initiative

  • Integrity

  • Stress tolerance

  • Adaptability

  • Teamwork and collaboration

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