Secretaries and Administrative Assistants, Except Legal, Medical, and Executive
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Also known as:
Alumni Secretary, Department Secretary, Office Secretary, Personal Secretary, Real Estate Administrative Assistant, School Attendance Secretary, School Secretary
Secretaries are often the indispensable "unseen heroes" of the American business community. They help in the efficient management of an organization's administrative and day-to-day affairs such as scheduling meeting and appointments, taking dictation, making travel arrangements and even contacting c ...
lients.
Most secretarial positions require the use of word processing and spreadsheet computer programs and the ability to organize and handle several tasks at once.
If you are interested in a secretarial position, you should be able to work well with others since you must often meet with clients and interact effectively with coworkers. You must be also be able to sit and type for extended periods of time.
The best secretaries are considered valuable members of the company's staff. Their daily contributions make everyone else's jobs go more smoothly and efficiently.
SNAPSHOT
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Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
Leadership
HIGH
Critical decision making
LOW
Level of responsibilities
LOW
Job challenge and pressure to meet deadlines
HIGH
Dealing and handling conflict
LOW
Competition for this position
LOW
Communication with others
HIGH
Work closely with team members, clients etc.
HIGH
Comfort of the work setting
HIGH
Exposure to extreme environmental conditions
LOW
Exposure to job hazards
LOW
Physical demands
LOW
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DAILY TASKS
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Learn to operate new office technologies as they are developed and implemented.
Compose, type, and distribute meeting notes, routine correspondence, and reports.
Conduct searches to find needed information, using such sources as the Internet.
Manage projects or contribute to committee or team work.
Complete forms in accordance with company procedures.
Locate and attach appropriate files to incoming correspondence requiring replies.
Order and dispense supplies.
Maintain scheduling and event calendars.
Open, read, route, and distribute incoming mail or other materials and answer routine letters.
Schedule and confirm appointments for clients, customers, or supervisors.
Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
MAIN ACTIVITIES
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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.
Performing Administrative Activities
Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Getting Information
Observing, receiving, and otherwise obtaining information from all relevant sources.
Documenting/Recording Information
Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Establishing and Maintaining Interpersonal Relationships
Developing constructive and cooperative working relationships with others, and maintaining them over time.
Processing Information
Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Organizing, Planning, and Prioritizing Work
Developing specific goals and plans to prioritize, organize, and accomplish your work.
AREAS OF KNOWLEDGE
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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.
Customer and Personal Service
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
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.
Administration and Management
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Mathematics
Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
Economics and Accounting
Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
Personnel and Human Resources
Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
KEY ABILITIES
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Oral Comprehension
The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression
The ability to communicate information and ideas in speaking so others will understand.
Written Comprehension
The ability to read and understand information and ideas presented in writing.
Speech Recognition
The ability to identify and understand the speech of another person.
Speech Clarity
The ability to speak clearly so others can understand you.
Information Ordering
The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Written Expression
The ability to communicate information and ideas in writing so others will understand.
Near Vision
The ability to see details at close range (within a few feet of the observer).
TOP SKILLS
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Speaking
Talking to others to convey information effectively.
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.
Time Management
Managing one's own time and the time of others.
Service Orientation
Actively looking for ways to help people.
Writing
Communicating effectively in writing as appropriate for the needs of the audience.
Reading Comprehension
Understanding written sentences and paragraphs in work related documents.
Monitoring
Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
