Entry-Level Administrative Assistant

Performs a variety of Internet research functions and uses word rocessing, spreadsheet and presentation software. Duties also include fielding telephone calls, filing and data entry. May assist with overflow work from administrative and executive assistants, and fill in for the office receptionist as needed.

Administrative Assistant

Performs administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing. Extensive software skills are required, as well as Internet research abilities and strong communication skills. Staff in this category also may have the title of department assistant, coordinator or associate.

Office/Facilities Manager

Coordinates various office support services, including purchasing and facilities management. Requires strong communication skills and some accounting knowledge. May include supervision of office administrative staff.

Research Assistant

Duties include conducting research and gathering documentation in order to compile comprehensive reports. Strong Internet navigation abilities and other computer skills required.

Project Assistant

Similar duties as those described for project coordinator but supports project managers who oversee multiple assignments relating to construction, real estate development or manufacturing. Advanced Microsoft Office skills required, particularly Access, Excel and Project. Must maintain accurate information and be detail oriented.

Document Control Clerk

Responsibilities include controlling the incoming and outgoing documentation process, and maintaining files and project reports. Also may route orders, organize indices and track shipping practices.

Receptionist

Greets visitors, handles incoming calls and performs general administrative duties. Also may assist other administrative staff with overflow work, including word processing, data entry and Internet research tasks.

Front Desk Coordinator

Manages the company's lobby area. Greets and directs all visitors, including vendors, clients, job candidates and customers. Ensures completion of paperwork, sign-in and security procedures. Handles special administrative projects, as well as overflow work from department and executive assistants. Depending on the size of the firm, also may answer incoming calls.

Switchboard Operator

Places, receives and routes a high volume of calls through an electronic switchboard. Supplies information to callers, relays messages and announces visitors.

Office Clerk

Performs basic clerical tasks. Operates basic office equipment. May require computer and data entry skills.

Mail Assistant

Sorts and distributes incoming and outgoing mail. Operates manual and electronic mailing equipment.

File Clerk

Performs basic clerical tasks, such as systematically arranging letters, memoranda, invoices and other indexed documents according to an established system. Operates office equipment and completes general office work. Additional duties may include answering telephones and some data entry.

Office/Facilities Coordinator

Supports the office/facilities manager in various office administrative duties, including facility and general maintenance services. Requires strong communication abilities, as well as computer and data entry skills.

Imaging Specialist

Sorts and prepares documents for imaging. Scans documents, verifies they are imaged correctly and accurately indexes images. Must have knowledge of document imaging/scanning hardware and software, and experience creating electronic copies of documents. Strong computer skills, including experience with Microsoft Office and document creation software such as Adobe Acrobat, are required.

Data Entry Specialist

Inputs information from a variety of sources into a computer database. May take customer orders and enter them into a tracking system.

Customer Service/Call Center Representative

Duties include receiving and placing telephone calls. Maintains solid customer relationships by handling their questions and concerns with speed and professionalism. Performs data entry and uses software programs. Also may require research skills to troubleshoot customer problems. Excellent communication abilities and proven alphanumeric data entry skills are essential.

Medical File Clerk

Maintains accurate records for quick information retrieval within a healthcare facility or medical office. Classifies, sorts, retrieves and updates office information upon request. Examines and codes incoming material numerically, alphabetically or by subject matter. Stores hard copy or computerized forms, letters, receipts, or reports. Duties may include word processing, sorting mail and operating general office equipment.

Medical Secretary/Administrative Assistant

Performs duties similar to an administrative assistant but in a medical office or in a health-related industry, such as insurance. Familiarity with medical terminology, claims management and filing procedures is often required. This position calls for frequent interaction with vendors and patients. Sensitivity to confidential matters is required.

Medical Receptionist

Greets visitors, handles incoming calls, schedules appointments and performs general administrative duties in a healthcare facility. Must be familiar with medical terminology. Sensitivity to confidential matters is required.

Medical Office Administrator

Ensures the day-to-day management of a healthcare practice. Responsibilities include hiring and managing staff, developing a business plan, interacting with insurance companies, handling contracts, and attending seminars to remain current with rules and regulations. Oversees all accounts receivable functions and budget for office/department.

Invoicing Clerk

Collects data from vendor invoices and supporting documents to verify accuracy of  billing data and to ensure reciept of items ordered, using calculator and computer: Compares invoices against purchase orders and shipping and receiving documents to verify reciept of items ordered. Contacts vendors or buyers regarding errors in partial or duplicate shipments, prices and substitutions. Maintains file of returnable items received from or returned to vendors. Writes cheques or prepares voucher authorizing payment to vendors.

Accounts Recievable & Payable Clerk

Matching, batching, coding and entering invoices. Entering, posting and reconciling batches. Researching and resolving accounts payable or accounts receivable issues with customers or vendors. Updating and reconciling sub-ledger to the general ledger. Maintaining cash applications, account reconciliations, chargebacks.

Bookkeeping

Preparing financial statements. Processing accounts payable and accounts receivable. Managing bank and general ledger reconciliations, as well as payroll processing. Performing month end closings.