Office Simulation

A. Correspondence/Mail

1. Confirm outgoing fax transmission. Respond to fax queries; distribute faxes to appropriate party.
2. Key dictated correspondence and other documents accurately, in appropriate business format, applying watermarks, headers and footers, where applicable.
3. Handle incoming mail including stamping for proper recordkeeping and routing, releasing, annotating, calendaring, distributing, preliminary and systematic filing.
4. Prepare multi-page documents by photocopying,organizing information with dividers/title pages/sheet protectors, assembling, binding and/or hole-punching.
5. Update a mailing list on a database.
6. Prepare correspondence and packages for interoffice correspondence, external mailing or courier including logging incoming/outgoing deliveries and determining appropriate postage, delivery tracking and notification.
7. Use rules to organize and manage e-mail messages.
8. Manage external notifications including out-of-office notifications, time off calendars, approval processes via email and Outlook.
9. Use Outlook capabilities to manage appointments and resources.
10. Utilize appropriate resources for document organization (including dividers/portfolios/staplers/reverse clips and heavy-duty hardware).

B. Information Management

1. Prepare file labels and mailing labels for alphabetic, numeric, subject and color-coded filing, using labelling for organization (e.g. inventory management, message/mail stations)
2. Create, maintain and archive paper and electronic filing systems and manage records and files within those systems.
3. Use calendars (paper and electronic) to schedule appointments, meetings, events, send invitations and for resource allocation (meeting rooms, projectors, teleconference lines).

C. Financial/Accounting

1. Prepare bank reconciliations and maintain petty cash records.
2. Prepare payroll entries according to monthly, weekly, biweekly and semimonthly payroll cycles.
3. Prepare an employee expense claim and fund advance request.
4. Journalize transactions, manually post them to the general ledger, and manually prepare financial statements.

D. Office furniture and supplies

1. Maintain office supplies including performing routine inventory checks, setting up reminders, placing online orders, reconciling received orders with orders placed using packing slips, determining ordering cycles, negotiating corporate discounts and conducting cost comparisons.
2. Furnish an office with ergonomic equipment; design an ergonomic office layout.

E. Meetings/Events/Projects

1. Send out meeting notices/memos; prepare agenda for a meeting; take minutes at a meeting both informally and using Robert’s Rules of Order.
2. Coordinate a virtual meeting using available resources (such as phone and videoconferencing and other available applications
3. Plan a simple offsite event including catering, external room booking, and audio-visual considerations.
4. Manage a simple project using GANTT chart, checklist, tickler file and progress meeting to produce deliverables.

F.Telephone

1. Operate multiple telephone lines and extensions to manage incoming/outgoing calls and using screening techniques and phone etiquette.
2. Use an answering machine.
3. Leave outgoing voicemail and respond to voice mail and email queries and requests.

G. Document Creation/Revision

1. Create and transmit PDF documents using a document scanner (and alternatives).
2. Apply Excel to create tables and documents.
3. Use Adobe software (and alternatives) for documentprocessing including conversion to PDF format, comments, edits and bookmarks.
4. Revise material provided by a supervisor with regard to grammar, mechanics, business writing standards, and formatting.