8/12/2019 Duties & Responsibilities-Office Assistant

1/2

POSITION : OFFICE ASSISTANT/MARKETING ASSISTANT

JOB DESCRIPTION

Job Summary: Under general supervision, provides general office assistance; prepares correspondence;greets visitors/clients/students and provides information; processes forms and requisitions; maintainsdatabase information; organizes and files information; serves as liaison with service personnel; mayoversee students, teachers and staff.

CHARACTERISTIC JOB TASKS AND RESPONSIBILITIESMay include any and/or all of the following:

1. Provides clerical, secretarial, billing, and general office support for staff; types variouscorrespondence and reports from rough draft and compiled data; researches and gathersmaterials; assembles reports; maintains and retrieves database information; completesforms and requisitions; maintains lists.

2. Coordinates appointments; arranges meetings; assists with special events; provides

information, including policies and procedures; may supervise, oversee activities, and/orprepare schedules for student staff.

3. Greets visitors; responds to inquiries; operates single or multi-l ine phones, transfers calls,and relays messages; sorts and distributes mail; photocopies, collates, and distributesvarious materials; faxes documents.

4. Accepts all Music enrollees and provide appropriate schedule based on the musiccenters availability. Provide basic information such as fees, studio policy, instructionalbooks, calendar of activities, etc. Informs teachers/students on the sudden changes ofschedule that may arise. Must observed the cut-off period of 6PM.

5. Ensuring office and music equipment, music rooms are in working order; serves asliaison with service personnel; organizes, updates, and files documentation; ordersmaterials and supplies; a good custodian in all CMLCs instructional books andequipment; may maintain petty cash funds(petty cash funds in-charge may change, it willdepend on the management)

6. Take charge in checking, monitoring and processing of all employees salary.

Observed cut-off date: 15th

and 30th/31th day of the month

Releasing of Salary: Effective March 2010

25thof the month and 5

thof the month

7. Must submit the following Monthly reports:

Monthly Revenue ReportMonthly Expense ReportMonthly Employees Salary ReportMaster list of StudentsMonthly Payment Report

8/12/2019 Duties & Responsibilities-Office Assistant

2/2

Must submit or accomplished the following daily/weekly reports:

Daily Sales ReportDaily Expense FilingStatement of Account

Must take into account the following:All collectibles, payables, balances from teachers and clientsChange of schedule, incident reportsDaily Students Enrollee-Logbook RecordingDaily Logbook Report

BIR/SSS/Philhealth Payments and documentsMonitor payable accounts

OTHER JOB FUNCTION: AS MARKETING ASSISTANT:

1.) A scheduled sales call on some schools/establishments on the companys promotional

programs. Disseminate information through fax correspondence, flyer distribution, etc.2.) Create promotional programs, ideas for the improvement of the music center.3.) Accepts all walk-in or telephone inquiries and may ask for clients contact information.

KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Knowledge of a variety of office procedures and equipment usage

Written and verbal communication skills

Interpersonal/human relations skills

Ability to oversee student activities and schedule assignments

Ability to type and operate personal computer with various software programs

Ability to perform basic numerical calculations

Ability to maintain records and filing systems

Ability to maintain confidentiality Willingness to greet visitors in a courteous manner