Go to any company around the country and you're undoubtedly going to encounter a staff engaging in typical office duties. It might even look like the scenes you have seen on TV. The staff helps managers to meet whatever client needs they are on a particular day, and they manage the company's paperwork, including bookkeeping, filing and data entry. Office positions consist of roles such as secretary, sales assistant, clerical associate and receptionist.
Answering the Telephone
Many office duties include speaking directly with the public. Office assistants or front desk receptionists answer incoming phone calls, transfer calls to managers and other employees, and take messages. This task calls for excellent interpersonal skills and a clear speaking voice.
Using Office Equipment
If you work in an office, eventually you're going to have to use some of the equipment. That may entail making copies using the photocopier, sending faxes, using the Internet and making prints. Training for each device is provided on-the-job by supervisors or other experienced employees.
Forms are created from templates, and it takes an actual person to enter the data into the blank fields. Forms, orders and reports are created by office professionals -- secretaries, order entry clerks, insurance claims assistants -- who are usually capable of typing many words per minute above the average typing speed.
From time to time, office duties may involve business finances. This is done usually by general office clerks who post customer payments and do financial verification. Those in accounts payable handle the outgoing bills of the company, while accounts receivable controls incoming client payments. Administrative assistants may have to prepare financial reports for supervisors.
Reports are a big part of office duties, and for good reason. Managers need office reports that cover the budget and other important company information. Usually, reports are compiled by the office secretaries and administrative assistants. These reports may be for people within the company and delivered personally, or for a company across town or across the country, delivered via e-mail or delivery service.