Clerical duties are the backbone of administrative jobs.
Companies employ administrative professionals to perform a wide range of duties in the workplace. Administrative professionals, including clerks, secretaries and receptionists, must have a variety of skills to perform at the level expected. These can range from processing documents and filing to appointment setting.
Answering the Phone
Customer service and interpersonal skills are very important in an administrative position. These professionals are often required to answer phones, which may have multiple extensions. These calls, in turn, must be correctly screened and routed. If the call's recipient is not available, the administrative assistant must take a message, gathering all pertinent information relative to the call. A pleasant tone of voice and courteous response are important when answering and routing phone calls. Since the administrative assistant may be the first point of contact for the customer, giving the impression that his call is not important is a critical negative reflection of the company.
Word Processing and Document Creation
Word processing skills are a very important aspect of an administrative job. Assistants should have some knowledge of widely used word processing software, such as Microsoft Word and PowerPoint. The types of documents that the assistant may be asked to complete include memos, reports and correspondence. Data entry skills are also important since inputting information into a corporate database or spreadsheet may be a part of the required duties for the job.
Filing and Sorting
In the office setting, all information being routed through the office must be filed in some manner, either in a cabinet, drawer or electronically. This requires understanding the company's filing system and ensuring that all documentation is stored using a method that will allow others to easily find it, either alphabetically or numerically. The assistant should be able to sort mass amounts of documents for easy distribution and reference. Correspondence is often distributed to the assistant in batches. The ability to review and sort these documents appropriately is a key component of the assistant's duties.
Organization
Organization is essential to keeping track of important paperwork and knowing exactly where that documentation should be stored. Moreover, administrative assistants are responsible for arranging meetings and maintaining appointment schedules for their bosses. Being aware of priorities, in terms of scheduling, makes good use of the executive's time. Calendaring features, such as those found in Microsoft Office, are helpful in this regard. Being familiar with Internet resources is also an asset, especially if the assistant must make travel arrangements or order office supplies.
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