Office automation technicians handle administrative tasks according to the practices and procedures in effect in the company.The duties of office automation technicians have changed over the past few years. Employers are now seeking to hire secretaries able to act as assistants; in other words, people who are independent, able to take initiative, handle responsibility and make decisions. Then, with the computer that has become their work tool, office automation technicians must master the various applications used by the company, as well as assist coworkers with computer problems.
Office automation technicians handle administrative tasks according to the practices and procedures in effect in the company. These tasks include producing documents, managing work and communicating information. They may also develop tracking tools using office software and train users on certain applications.
- Greet visitors
- Sort the mail
- Receive, screen and direct telephone calls, take messages
- File documents, make photocopies
- Type various documents such as letters, reports, reviews, administrative forms, statistical tables and forms
- Check the accuracy of entered data and ensure proper spelling and grammar
- Consider document layout and appeal
- Perform searches and provide the required information
- Help with event logistics (e.g. symposiums, conferences, exhibitions)
- Train users on certain office or management applications
Office automation technicians usually have a college diploma in office systems (DEC in Quebec). They may have any other relevant training along with a minimum of work experience.
- Excellent proficiency in Microsoft Office 2000 (Word, Excel, Access)
- Excellent written English
- Organization skills, ability to work independently, versatility
- Eye for detail and thoroughness
- Ability to plan ahead and persevere
- Sense of responsibility and priorities
- Good teamwork skills
Office automation technicians can become executive assistants after a few years of experience. They can also decide to specialize, via training, to become specialized assistants and independently handle files.