Office Assistant Job Description, Key Duties and Responsibilities

This post provides complete information on the job description of an office assistant, to help you learn the work they do.

it highlights the key duties, tasks, and responsibilities that commonly make up their role.

What Does an Office Assistant Do?

Office assistants are mostly entry-level employees who joined the workforce after a period of absence, or people who have deferred further education in order to join the workforce.

As an entry level employee, the office assistant will essentially be working with other departments of the organization to achieve a smooth running of such organization.

According to Seek, office assistants are responsible for ensuring that a company’s office runs smoothly by providing the necessary support to all parts of it, including handling reception and customer service duties, and creating documents.

The office assistant job description includes ensuring that all paperwork is handled appropriately with adequate attention, and is filed correctly; preparing and opening mails, answering the phone and running general errands for senior members of staff.

Since most firms or organizations make use of large and complex databases of departmental records and services such as Banner, the office assistant might be required to enter information and ensure the accuracy and completeness of the data entered, and in the same vein generates reports of outputs as needed.

Job Summary:

As an Office Assistant, you will perform ad hoc or administrative functions. You will work with operations manager, as well as with business or office managers.

Your role will also include overseeing office communications, and if need be, petty cash as well.

You will also be responsible for scheduling appointments, receiving walk-in guests, and answering emails.

You may also work as a receptionist.

To take your career higher as an office assistant, it is helpful to become a member of certain professional associations, including the International Association of Administrative Professionals (IAAP) and the American Society of Administrative Professionals. These organizations provide trainings and certification programs, as well as networking opportunities to enable you to get higher in your career from the position of office assistant.

Office Assistant Job Description Example/Sample/Template

Here is an example of the job description office assistants usually execute.

• Greet customers or other personnel of the firm by phone, in person, or through electronic media, including email
• Assess the needs of customers and provide information concerning the services, procedures, and guidelines of the firm
• Handle requests and transactions, or direct the matter or person to the proper department
• Assist in resolving problems and complaint raised by unsatisfied customers
• Process applications or forms to ensure completeness and accuracy
• Compute and verify data, fees or payments
• Enter data and forward paperwork afterwards
• Use personal computer and a host of other office software applications, including word processing, email, and file management tools
• Prepare files and documents in MS-Word by using predefined templates or by creating them from the scratch
• Create and maintain files in Excel
• May be asked to make PowerPoint presentations and use databases or Access
• Operate office equipment like fax machines and printers
• Perform data gathering and research activities and provide reports or summaries of information collected
• Prepare or maintain reports of records and other statistical and quantitative data
• May act as receiver of mail and correspondence for the work unit or department
• Responsible for opening or reviewing correspondence and determining proper action to be taken
• Responsible for departmental supplies and inventories, including tracking status and orders
• File documents; develop and modify filing practices – this includes the usage of electronic in addition to paper records
• Coordinate and organize department activities and functions like meetings; schedule, obtain use of rooms, and set up the rooms and equipment to be used.

Office Assistant Job Description for Resume

A resume for the position of office assistant can be written using information from the sample job description given above.

The job description, which shows a list of vital duties, tasks, and responsibilities can be used in making the professional experience section of the resume as shown in the complete office assistant resume example here.

Office Assistant Requirements: Knowledge, Skills, and Abilities for Career Success

Here are important attributes employers normally request that applicants for the office assistant position should possess:

• Must be able to use database software (usually Access)
• Must be able to use spreadsheet software (usually Excel)
• Must be able to use presentation software (PowerPoint)
• Must be able to perform basic bookkeeping functions and tasks
• Ability to use the Internet and email facilities
• Must have telephone techniques.

Office Assistant Employment

The number of office assistants in employment in the United States is over  2,735,313 according to data on Zippia.

It is also shown that while women make up 82.7%  and men 17.3% of all office assistants employed in the United States, the average age of individuals working in that role is 47 years.

Employment by Industry

The Zippia data gives the industries that employ the highest number of office assistants to include:

Office Assistant Employment by Industry. Data from Zippia

Employment by State

The States where office assistants are mostly employed in the United States, according to the Zippia data include   California and Florida, with 3,550 and 2,753 employments.               

Office Assistant Salary

According to data on Zippia, the average salary of an office assistant in the United States is $31,517 per year.

However, Indeed gives the average salary of office assistant as $71,116 per year while it is $39,385 yearly by Ziprecruiter.

Salary by States

According to the data on Zippia, the States that pay the highest salaries to office assistants in the United States include District of Columbia and Vermont, with salaries of $40,197 and $36,841 respectively.