Page 18 - Office Practice and Accounting -9

b. Drafting and typing letters: Much of the communication that takes place in an
organization is in writing. Thus drafting and typing of letter is major responsibility
of office assistant. The office assistant is responsible for drafting of the ordinary
letters, reply letters, greetings, congratulations, condolence letter etc. Letters
consist ordinary to most confidential matters which should be dealt secretly. The
office assistant should handle these all. Use of computer saves the time and cost
so office assistant should have the skill of computer typing.
c. Filing: Filing is a part of record management that refers to systematic and scientific
collection, arrangement and retention of past records that are needed for future
reference. The main purpose of filing is to provide security to important records.
The duty of office assistant is to maintain the filing system properly, systematically
and safely.
d. Making and handling telephone calls: Telephone is commonly available means
of communication in office in these modern days. Telephone calls should be
handled properly for the good public relation. At first, a short introduction of him/
her along with the organization should be given while handling the telephone
calls. Polite and courteous language, correct information, prompt response is very
essential and important part of handling of telephone. Unnecessary calls should
be avoided tactfully. Important calls should be responded on time and reported to
concerned person/ authority.
e. Note taking and transcribing: One of the major duties of office assistant is to
take the note of the important points as dictated by the chief. A brief note should
be prepared while taking instruction. Later it should be changed into long-hand
script. This act is known as note taking and transcribing which is very important
in office. This helps to make letters or documents, deal with visitors and other
important official activities without frequent asking with chief.
f. Handling visitors: Handling visitors is the process of receiving, greeting, inquiring
and providing information to the visitors. They are the guests of an office. The
office assistant should welcome the visitors, pay attention, listen and guide them
to the concerned section or department. S/he should be polite, courteous and
tactful while handling visitors.
g. Making arrangements and schedule for the chief: Office chief has to bear lots of
official responsibilities that makes him busy. Formulation of plans and policies,
visiting different places, taking various decisions, dealing with parties, attending
meeting are the frequent occurring jobs that office chief should handle. It is the
duty of an office assistant to manage the necessary things like documents, letters,
reservation of hotel or lodge, tickets, passport, visa, etc. Besides these office
assistant should also remind the chief from time to time regarding these things.
h. Using of machines: Now a days use of different types of machineries and devices
is increasing day by day in offices. Machines increase the efficiency, save the time,
increase the quality of the product or job in the office. Machines that are essential
in any office are computers, calculators, photocopy, fax, etc. It is the duty of an
office assistant to know how to use them properly. Right use of machine increases
the goodwill of the office.

14 GREEN – Office Practice and Accounting 9