CEC-Office Assistant

OFFICE ASSISTANT

Provides support in the administration of the day-to-day operation of the office.

DUTIES AND RESPONSIBILITIES

1. Keeps track of the schedules of the Head of Office as well as the activities of the office and disseminates information to concerned employees;

2. Receives incoming calls in the office and ensures that all correspondence whether incoming or outgoing are properly recorded and forwarded to parties concerned;

3. Handles and screens guests/ callers before referring them to the Head of Office;

4. Assists the Head of Office during meetings of the office by recording and keeping minutes of the meeting;

5. Prepares regular and simple notes/ memorandum;

6. Provides clerical support such as encoding, filing, collating and faxing;

7. Posts important announcements and takes responsibility in the updating of information in the designated bulletin boards;

8. Keeps directory of all employees under the office;

9. Coordinates with HRMD/ HRDC in the processing of Request Of Attendance on Seminars and Trainings (ROAST), benefits availment as well as with other colleges/ offices in the University concerning other matters of the office;

10. Assists the Head of Office in monitoring attendance of employees;

11. Ensure proper safekeeping, updating and easy retrieval of office as well as strict observance of confidentiality of such in accordance with established procedures;

12. Ensures sufficiency of office supplies and sees to it that these are properly used and controlled;

13. Makes monthly inventory of all office supplies and equipment’s;

14. Requests reservation of facilities such as venue, equipment, vehicles during office activities;

15. Ensures timely preparation and submission of reports;

16. Maintain 5S in the workplace and ensures strict observance to safety practices; and

17. Performs other tasks that may be assigned from time to time.