Secretaries and Administrative Assistants

Also called: Administrative Assistant (Admin Assistant), Administrative Associate, Administrative Clerk, Administrative Coordinator, Administrative Liaison

Secretaries and Administrative Assistants

Varies

estimated salary

Secretaries and administrative assistants, except legal, medical, and executive perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Create, maintain, and enter information into databases.
  • Use computers for various applications, such as database management or word processing.
  • Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
  • Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
  • Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
  • Schedule and confirm appointments for clients, customers, or supervisors.
  • Maintain scheduling and event calendars.
  • Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
  • Complete forms in accordance with company procedures.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Conduct searches to find needed information, using such sources as the Internet.
  • Open, read, route, and distribute incoming mail or other materials and answer routine letters.
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
  • Make copies of correspondence or other printed material.
  • Learn to operate new office technologies as they are developed and implemented.
  • Train and assist staff with computer usage.
  • Order and dispense supplies.
  • Prepare conference or event materials, such as flyers or invitations.
  • Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
  • Collect and deposit money into accounts, disburse funds from cash accounts to pay bills or invoices, keep records of collections and disbursements, and ensure accounts are balanced.
  • Establish work procedures or schedules and keep track of the daily work of clerical staff.
  • Provide services to customers, such as order placement or account information.
  • Prepare and mail checks.
  • Arrange conference, meeting, or travel reservations for office personnel.
  • Supervise other clerical staff and provide training and orientation to new staff.
  • Manage projects or contribute to committee or team work.
  • Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
  • Mail newsletters, promotional material, or other information.
  • Take dictation in shorthand or by machine and transcribe information.
  • Develop or maintain internal or external company Web sites.
Work Context
  • Telephone — 94% responded "Every day".
  • Contact With Others — 88% responded "Constant contact with others".
  • Electronic Mail — 93% responded "Every day".
  • Face-to-Face Discussions — 79% responded "Every day".
  • Work With Work Group or Team — 62% responded "Extremely important".
  • Spend Time Sitting — 69% responded "Continually or almost continually".
  • Importance of Repeating Same Tasks — 58% responded "Extremely important".
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Work Activities
  • Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
  • Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  • Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
  • Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
  • Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
  • Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
  • Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
  • Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
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Detailed Work Activities
  • Operate computers or computerized equipment.
  • Enter information into databases or software programs.
  • Select resources needed to accomplish tasks.
  • Record personnel information.
  • Operate office equipment.
  • Report maintenance or equipment problems to appropriate personnel.
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Knowledge

Clerical
  • Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
English Language
  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Computers and Electronics
  • Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
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Skills

Active Listening
  • Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Speaking
  • Talking to others to convey information effectively.
Reading Comprehension
  • Understanding written sentences and paragraphs in work related documents.
Writing
  • Communicating effectively in writing as appropriate for the needs of the audience.
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Abilities

Oral Comprehension
  • The ability to listen to and understand information and ideas presented through spoken words and sentences.
Written Comprehension
  • The ability to read and understand information and ideas presented in writing.
Oral Expression
  • The ability to communicate information and ideas in speaking so others will understand.
Written Expression
  • The ability to communicate information and ideas in writing so others will understand.
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Personality

People interested in this work like activities that include ideas, thinking, and figuring things out.
They do well at jobs that need:
  • Achievement/Effort
  • Persistence
  • Initiative
  • Leadership
  • Cooperation
  • Concern for Others
  • Social Orientation
  • Self Control
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Technology

You might use software like this on the job:

Office suite software
  • Google Drive Hot Technology
  • Microsoft Office Hot Technology
Enterprise application integration software
  • IBM WebSphere Hot Technology
  • IBM InfoSphere DataStage
Data base user interface and query software
  • Oracle software Hot Technology
  • Microsoft SQL Server Hot Technology
  • Microsoft Access Hot Technology
  • Yardi Hot Technology
  • Data entry software Hot Technology
  • Blackboard software
  • Airtable
  • FileMaker Pro
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