Administrative Assistant Duties and Responsibilities List

Administrative Assistant Duties and Responsibilities List


An administrative assistant plays a vital role in the office to take the routine office works.  He/she will be responsible to provide all range of assistance to the line managers and provide those help to increases efficiency.  


What are the core competency and practical approaches to increase the upper level? In this article, we’ll discuss the key tasks of administrative assistant and how he/she become a useful human resource for any organization.
Job Title/Designation
Administrative Assistant

JOB PURPOSE:
Provide assisting/secretarial support to the immediate supervisor and took overall responsibility for preparation of office administrative approach plan, and provide assistant to implementation of financial and administrative policies and procedures at the office level.

PRINCIPAL RESPONSIBILITIES:
Administrative Responsibilities:
Maintain adherence to admin and personnel policies. Familiar with all admin/personnel policies and accept all organization policies

Ensure timely and accurate payments to employees and third parties. Coordinate with the finance section to settle all bills within the time frame and deliver all cheques to the suppliers.

All transport matters, including allocation, maintenance, and record-keeping. Provide all transports and logistic assistance to staff as well as an official guest. Keep all vehicles up to date and record mileage fuel consumption records on a monthly basis. Accountant Assistant Job Description

Maintain local purchases and storage/issues and record keeping.  Keep updating the office inventory system according to the admin policy and past identity tags in all office furniture, IT equipment, etc.

Maintenance of office security, equipment and furniture and enroll well-trained security guards from security companies.

Provide assistance to handle visitors, including accommodation booking and transportation.

Secretarial Responsibilities:
Provide assistance to staff in typing, tiling and dispatch duties. Attend telephone calls and note messages. Supervising and undertaking logistical requirements of staffs e.g. booking for hostels, air tickets, and road travel arrangements.
Liaison and coordinate administrative and logistical work. Supervise peons and drivers.
Maintain files, documents, and data and ensure their confidentiality.

Transportation Responsibilities:
Maintain and update the proper inventory of spare parts, maintenance of vehicle logbook & reconciliation with finance records.
Prepare of annual budget Vs consumption statements for vehicles. Arrange meetings and handling of guests. Hotel Bookings, air ticketing and travel arrangement for guests. Provide administrative/ logistic support to sections in the region

Financial Responsibilities:
Documentation and reconciliation of funds received and disbursed and preparation of monthly and quarterly reports and documents for audit queries. Ensuring and managing proper documentation and filing. Verify stores and maintain relations with banks and suppliers.

Compliance with documentation and reporting requirements specified by jobholder's Supervisor

MINIMUM JOB QUALIFICATION:
Education Intermediate and
Computer Certificate

Related Work Experience & Training:
3 to 5 Years

Special Skills Required:
Operate Telephone Exchange.
Computer Literate in Word, Excel & PowerPoint
Sound communication skills.
Strong admin skills
Knowledge of accounting packages

Age Limit / Physical Fitness / Other factors:
Administrative Assistant Duties and Responsibilities List Administrative Assistant Duties and Responsibilities List Reviewed by Administrative Info on May 20, 2019 Rating: 5

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