Office assistants work in every sector of the economy. They are employed in organizations providing health, educational, legal, and business and financial services. Others work for firms that engage in manufacturing, construction, wholesale and retail trade, transportation, and communications. Many office assistants are employed in relatively small establishments. In addition, many office assistants work as temporaries.
Advancement for office assistants who exhibit strong communication, interpersonal, and analytical skills generally comes about by promotion to a supervisory position. Others move into different clerical jobs, such as receptionist, word processor, or secretary. Advancement to professional occupations usually requires more formal education.
The responsibilities of office assistants depend on the type of firm in which they are employed. Rather than specialize in a single primary task, office assistants have duties that vary with the needs of the employer. Some days may be spent filing or typing; others may be spent entering data at a computer terminal. They may also operate photocopiers, facsimile machines, or other office equipment; prepare mailings; proofread copy; and answer telephones and deliver messages.
Duties may also vary by level of experience. Inexperienced employees may transcribe data, operate calculators, or record inquiries while more experienced workers may handle greater responsibilities. They may maintain financial or other records, verify statistical reports for accuracy and completeness, handle and adjust customer complaints, take inventory of equipment and supplies, answer questions on departmental services and functions, and help prepare budgetary requests. Senior level office assistants may supervise the work of others.
Office assistants must be proficient in keyboarding and competent in spelling, punctuation, grammar, and oral communication. Many office assistant jobs are entry level and do not require office or business experience. Most employers require knowledge of word processing, microcomputer applications, and other general office skills.
Office assistants generally work with other people and should be cooperative and able to work as part of a team. They must be willing to change to meet the unexpected requirements of the job and be willing to learn and utilize updated software packages and new office equipment.
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