General Office - Full-time / Part-time

General Purpose

To provide administrative and clerical support to ensure the efficient operation of the department or office.

Main Job Tasks and Responsibilities

• answering and directing phone calls
• making phone calls
• taking and distributing messages
• organizing and scheduling appointments
• organizing and coordinating meetings
• handling inquiries and incoming work requests
• reviewing files and records to answer requests for information
• checking and distributing documents and correspondence
• receiving, sorting and distributing incoming mail
• maintaining filing systems
• compiling records of office activities
• photocopying, scanning and faxing
• sending emails
• preparing and sending outgoing mailings and packages
• typing documents and correspondence
• checking and entering data
• updating and maintaining databases
• coordinating work flow
• controlling basic accounting functions such as checking invoices and making deposits
• managing petty cash
• monitoring and ordering inventory of office supplies
• keeping office area neat and tidy

Education and Experience

• knowledge of relevant software applications including MS Office
• proficient in use of email and internet
• good numeracy skills
• accurate keyboard skills
• knowledge of office management systems and procedures
• knowledge of administrative procedures
• knowledge of basic accounting procedures
• high school diploma or equivalent

Key Competencies

• organizational and planning
• time management skills and the ability to prioritize work
• data management
• attention to detail and accuracy
• problem-solving
• adaptability
• customer service orientation
• team work
• communication skills - verbal and written
• confidentiality