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Office Duties Checklist


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Office Duties Checklist This Office Duties Checklist specifies tasks and responsibilities of general office employees. For example, it explains top-10 tasks an office manager must perform. Other office positions highlighted in the checklist are: Administrative Assistant, Finance Manager, Secretary, Receptionist, General Clerk, Payroll Clerk.

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  1. Office Manager.
    • Manage employment and human resources through developing employment policies and requirements.
    • Establish rules for authority delegation.
    • Act as the leader of office employees.
    • Provide and maintain employee training and development programs.
    • Determine office tasks and assign duties to employees.
    • Develop performance criteria.
    • Establish inter- and intra-office communications and monitor interpersonal interactions.
    • Develop employee development and motivation programs.
    • Approve and lead various meetings and conferences.
    • Report senior management on office performance and issues.
  2. Finance Manager.
    • Formulate budget estimates in support of business objectives.
    • Develop plans for allocating financial resources.
    • Provide cash flow control and audit.
    • Plan and control fund inflows and outflows.
    • Manage office procurement and supply.
    • Conduct financial analysis and examine trends.
    • Review and interpret accounting and financial management policies.
    • Review and verify accounts documentation.
    • Conduct financial audits and checks.
    • Make recommendations regarding cost saving policies.
  3. Administrative Assistant.
    • Administer office accessories supply.
    • Report Office Manager on employee performance for further decision making and performance optimization.
    • Resolve conflicts and misunderstandings between office employees.
    • Request Secretary for schedules and plans for various events, such as meetings, phone calls, etc.
    • Assist Office Manager in conducting meetings and conferences.
    • Act as a deputy of Office Manager.
    • Provide leadership and guidance to teams.
    • Motivate personnel through implementing employee development and motivation programs.
  4. Secretary.
    • Keep and coordinate schedules and agendas of all general and board meetings.
    • Maintain and coordinate schedules of other events.
    • Supply all authorized meeting attendees with copies of schedules and agendas.
    • Ensure that all necessary supplies are ready for every upcoming meeting.
    • Create and regularly update an annual schedule of general meeting, board meetings, and events.
    • Design and maintain an annual list of planned events.
    • Update and share a membership roster.
    • Maintain and update other membership information.
    • Make records and notes during meetings and other events.
    • Maintain a guest log at meetings and other events.
  5. Receptionist.
    • Always look all right and be dressed as required by the company’s dress code.
    • Greet visitors and answer their questions politely.
    • Type and design documents and papers.
    • Fax and email electronic documents and letters.
    • Coordinate and distribute all incoming mail and email.
    • Assist secretary in making records during meetings and conferences.
  6. General Clerk.
    • Operate photocopiers, fax machines, scanners and other office equipment.
    • Use computers and various software solutions to create and print out documents.
    • Assist secretary in managing files and papers.
    • Be in charge of all administrative support work.
    • Sort and order documents and records.
    • File papers through separating and sorting them along with similar files.
  7. Payroll Clerk (Bookkeeper/Accountant).
    • Create, compile and maintain employee payroll records.
    • Ensure that employees are paid on time.
    • Keep paychecks accurate and up-to-date.
    • Generate payroll reports and submit them ...

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