Office Assistant (For Pooling)

About the role

The Office Assistant is primarily responsible for the provision of technical, administrative, and clerical support to the immediate superior and the staff of the department to which assigned.

Key responsibilities

• Performs job functions consistent with the Institution's vision and mission statements, core values, and the Augustinian charism
• Receives visitors to the work unit; assesses and responds to their needs by providing basic information on services, processes, procedures and guidelines relative to the functions of the work unit; directs the visitors to the proper parties if concerns are beyond one's jurisdictions and/or authority
• Communicates with clients, employees, and other individuals to answer questions, to disseminate or explain information, and to address complaints; answers telephones, directs calls to, and takes messages for person concerned
• Opens, sorts, and routes incoming correspondence and related documents
• Dispatches and records outgoing communication and releases documents requested from the office with the superior's approval
• Composes and types/encodes, formats, proofreads, and edits routine correspondence, memoranda, reports, statements, and other similar materials in accordance with instructions from and subject to review of superiors
• Gathers, retrieves, and records statistical information and other relevant data for inclusion in reports; computes, records, and proofreads data, and other information, such as records or reports; assists with the maintenance of data bases for information systems in the department
• Extends administrative and clerical support such as processing of transactions, data collection and collation, and provision of logistical support on projects and activities being undertaken by the office
• Completes work schedules, manages calendars of activities within the department, and arranges appointments as applicable
• Acts as document custodian for the office; compiles, sorts, and maintains records of transactions and office activities of the work unit; organizes, maintains, updates, and/or purges files and database systems with particular emphasis on the maintenance of confidentiality of classified information