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You are here: The Job Explorer > Job Description > Office Assistant/Receptionist

Office Assistant/Receptionist Duties and Responsibilities

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Purpose of Classification:

Performs routine clerical and/or typing/word processing duties related to work unit in accordance with specific instructions for established work procedures requiring limited decision-making. Advice and assistance to resolve problems or irregularities are readily available from supervisor. Incumbents are given detailed instructions on new assignments.

Distinguishing Characteristics:

This is first in a series of four classifications. It is distinguished from the Office Assistant Senior classification in that the work and procedures are well-defined and work is checked for accuracy and completeness, while the Office Assistant Senior typically has a higher skill/experience level within assigned function and exercises more independence in carrying out duties with less checking of work. Secretaries perform many of the same type and level of duties as incumbents in the Office Assistant series, but are distinguished by the variety of tasks performed. Secretaries regularly perform the full range of tasks, while incumbents in this classification are typically assigned specific functions of less variety but larger volume of these functions.

Examples of Duties:

  • Answers telephone and greet visitors giving general information in response to inquiries; delivers oral and written messages to unit members.
  • Sorts and distributes incoming mail.
  • Files correspondence, memoranda, reports and other materials alphabetically, numerically or by other prescribed method.
  • Maintains routine clerical records, logs and data and compiles routine reports.
  • Operates office equipment such as copiers, calculators, word processors, typewriters, data terminals, microfilm equipment or other equipment found in work unit.
  • Word processes/types routine letters, labels, reports and similar items from rough draft or clear copy.
  • Completes or enters data to departmental forms, making routine calculations and checking information for accuracy.
  • Processes documents or forms according to instructions.
  • Delivers items to other offices or locations.

Knowledge, Skills and Abilities:

  • Knowledge of office telephone etiquette.
  • Skill in reading, spelling and simple arithmetic.
  • Skill in following verbal and written instructions.
  • Skill in basic filing and recordkeeping.

Minimum Qualifications:

No prior experience required.


Next: Office Assistant/Receptionist Senior Job Description



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