Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Description

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

Tasks

  • Use computers for various applications, such as database management or word processing.
  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Create, maintain, and enter information into databases.
  • 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 office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Maintain scheduling and event calendars.
  • Complete forms in accordance with company procedures.
  • Schedule and confirm appointments for clients, customers, or supervisors.
  • Make copies of correspondence or other printed material.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
  • Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
  • Open, read, route, and distribute incoming mail or other materials and answer routine letters.
  • Provide services to customers, such as order placement or account information.
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
  • Conduct searches to find needed information, using such sources as the Internet.
  • Manage projects or contribute to committee or team work.
  • Mail newsletters, promotional material, or other information.
  • Order and dispense supplies.
  • Learn to operate new office technologies as they are developed and implemented.
  • 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.
  • Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
  • Arrange conference, meeting, or travel reservations for office personnel.
  • Establish work procedures or schedules and keep track of the daily work of clerical staff.
  • Develop or maintain internal or external company Web sites.
  • Prepare and mail checks.
  • Supervise other clerical staff and provide training and orientation to new staff.
  • Train and assist staff with computer usage.
  • Prepare conference or event materials, such as flyers or invitations.
  • Take dictation in shorthand or by machine and transcribe information.

Knowledge

Chemistry
Knowledge of the chemical composition, structure, and properties of substances and of the chemical processes and transformations that they undergo. This includes uses of chemicals and their interactions, danger signs, production techniques, and disposal methods.
History and Archeology
Knowledge of historical events and their causes, indicators, and effects on civilizations and cultures.
Biology
Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.

Skills

Science
Using scientific rules and methods to solve problems.
Troubleshooting
Determining causes of operating errors and deciding what to do about it.
Equipment Selection
Determining the kind of tools and equipment needed to do a job.
Installation
Installing equipment, machines, wiring, or programs to meet specifications.
Equipment Maintenance
Performing routine maintenance on equipment and determining when and what kind of maintenance is needed.
Repairing
Repairing machines or systems using the needed tools.

Abilities

Trunk Strength
The ability to use your abdominal and lower back muscles to support part of the body repeatedly or continuously over time without 'giving out' or fatiguing.
Multilimb Coordination
The ability to coordinate two or more limbs (for example, two arms, two legs, or one leg and one arm) while sitting, standing, or lying down. It does not involve performing the activities while the whole body is in motion.
Response Orientation
The ability to choose quickly between two or more movements in response to two or more different signals (lights, sounds, pictures). It includes the speed with which the correct response is started with the hand, foot, or other body part.
Sound Localization
The ability to tell the direction from which a sound originated.
Dynamic Strength
The ability to exert muscle force repeatedly or continuously over time. This involves muscular endurance and resistance to muscle fatigue.
Explosive Strength
The ability to use short bursts of muscle force to propel oneself (as in jumping or sprinting), or to throw an object.
Static Strength
The ability to exert maximum muscle force to lift, push, pull, or carry objects.
Speed of Limb Movement
The ability to quickly move the arms and legs.
Reaction Time
The ability to quickly respond (with the hand, finger, or foot) to a signal (sound, light, picture) when it appears.
Rate Control
The ability to time your movements or the movement of a piece of equipment in anticipation of changes in the speed and/or direction of a moving object or scene.

Interests

Conventional
Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
Enterprising
Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
Social
Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
Realistic
Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
Artistic
Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.
Investigative
Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally.

Work Style

Attention to Detail
Job requires being careful about detail and thorough in completing work tasks.
Integrity
Job requires being honest and ethical.
Dependability
Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Cooperation
Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Independence
Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Concern for Others
Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Adaptability/Flexibility
Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Self Control
Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Initiative
Job requires a willingness to take on responsibilities and challenges.
Stress Tolerance
Job requires accepting criticism and dealing calmly and effectively with high stress situations.

Work Values

Support
Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
Relationships
Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
Working Conditions
Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.
Achievement
Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.
Recognition
Occupations that satisfy this work value offer advancement, potential for leadership, and are often considered prestigious. Corresponding needs are Advancement, Authority, Recognition and Social Status.
Independence
Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.

Lay Titles

Administrative Aide
Administrative and Program Specialist
Administrative Assistant
Administrative Associate
Administrative Clerk
Administrative Coordinator
Administrative Liaison
Administrative Resources Associate
Administrative Secretary
Administrative Specialist
Administrative Support Assistant (ASA)
Administrative Support Specialist
Administrative Technician
Alumnae Secretary
Appointment Scheduler
Area Secretary
Clerical Secretary
Clerk Secretary
Clerk Typist
Community Youth Secretary
Confidential Secretary
Department Secretary
Escrow Assistant
Escrow Secretary
Executive Assistant
Front Office Coordinator
Membership Secretary
Office Administrator
Office Assistant
Office Manager
Office Secretary
Personal Secretary
Principal Administrative Clerk
Principal Secretary
Private Secretary
Program Assistant
Receptionist
Receptionist Secretary
School Attendance Secretary
School Secretary
Script Supervisor
Secretary
Secretary Office Clerk
Secretary Specialist
Secretary-Bookkeeper
Social Secretary
Staff Assistant
Statistical Secretary
Stenographer Secretary
Trust Operations Assistant
Typing Secretary
Virtual Office Assistant

National Wages and Employment Info

Median Wages (2008):
$15.58 hourly, $32,410 annual.
Employment (2008):
2,085,680 employees