Role

The clerical assistant's primary role is to support and assist in the smooth running of the Administration Department, and to offer support and assist other staff when needed.

Responsibilities

• sorting, recording and distributing incoming mail to all sections by 10 am each day

• sorting, recording and processing outgoing mail in time to take it to the
      post office by 4:30 pm each day

• promptly distributing fax messages to staff

• checking and filling photocopier and fax machines with paper each morning

• ordering photocopier and fax paper monthly or as required

• reporting and recording any faults or maintenance needs for office
      equipment, and reporting breakdowns

• answering and making telephone calls as required and according to company policy

• filing company and customer documents daily and according to company procedures

• retrieving and returning files and records from the central filing system
      as required by supervisors and staff

• removing full bags of waste paper for recycling and replacing them with
      new bags on a weekly basis, or as required

• monthly checking and replacing posters and brochures located in the
      photocopying section with details of recycling requirements of the company

• relieving the receptionist from 10:15 am to 10:30 am, 1:30 pm to
      2:30 pm and 3:15 pm to 3:30 pm each day

• assisting word processing operators with general word processing during
heavy work periods such as Christmas, Easter and Information Days

• using office equipment according to OH&S Standards Australia

• keeping stationery cabinets well stocked by reordering stationery
      supplies monthly or as required

Petty cash clerical assistant must also maintain the petty cash system and
balance the petty cash book weekly. To do so the clerical assistant should:

• keep petty cash box locked and in a secure place

• check that all claims have been authorised and completed accurately

• reimburse staff from petty cash funds as quickly as possible

• prepare the petty cash book on a weekly basis or as required; enter
      voucher numbers by order of date

• reimburse petty cash weekly fund by requesting cheque from Accounts Department