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

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

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

Summary 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.

Sample Job Titles

1.	Admin Assistant

2.	Admin Secretary

3.	Administrative Aide

4.	Administrative and Program Specialist

5.	Administrative Assistant

6.	Administrative Associate

7.	Administrative Clerk

8.	Administrative Coordinator

9.	Administrative Liaison

10.	Administrative Resources Associate

11.	Administrative Secretary

12.	Administrative Specialist

13.	Administrative Support Assistant (ASA)

14.	Administrative Support Specialist

15.	Administrative Technician

16.	Alumnae Secretary

17.	Alumni Secretary

18.	Appointment Scheduler

19.	Area Secretary

20.	Assistant Secretary

21.	Clerical Secretary

22.	Clerk Secretary

23.	Clerk Typist

24.	Community Youth Secretary

25.	Confidential Secretary

26.	Construction Management Assistant

27.	Department Secretary

28.	Departmental Secretary

29.	Engineering Secretary

30.	Escrow Assistant

31.	Escrow Secretary

32.	Membership Secretary

33.	Office Administrator

34.	Office Assistance

35.	Office Assistant

36.	Office Secretary

37.	Office Support Specialist

38.	Pathology Secretary/Transcriptionist

39.	Personal Assistant

40.	Personal Secretary

41.	Principal Administrative Clerk

42.	Principal Secretary

43.	Private Secretary

44.	Program Assistant

45.	Real Estate Administrative Assistant

46.	Receptionist Secretary

47.	Safety Admin Assistant

48.	School Attendance Secretary

49.	School Secretary

50.	Script Supervisor

51.	Secretary

52.	Secretary Office Clerk

53.	Secretary Specialist

54.	Secretary, Board of Commissioners

55.	Secretary-Book Keeper

56.	Secretary-Bookkeeper

57.	Senior Administrative Assistant

58.	Senior Administrative Support

59.	Senior Administrator Support

60.	Senior Office Support Assistant SOSA

61.	Service Secretary

62.	Social Secretary

63.	Staff Assistant

64.	Statistical Secretary

65.	Stenographer Secretary

66.	Trust Operations Assistant

67.	Typing Secretary

68.	Virtual Office Assistant

Job Tasks

	Use computers for various applications, such as database management or word processing. Operate computers or computerized equipment.

	Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll. Execute sales or other financial transactions.

	Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. Answer telephones to direct calls or provide information.

	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. Execute sales or other financial transactions. Collect deposits, payments or fees.

	Create, maintain, and enter information into databases. Enter information into databases or software programs.

	Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material. Select resources needed to accomplish tasks. Record personnel information.

	Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions. Operate office equipment. Report maintenance or equipment problems to appropriate personnel.

	Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs. Discuss account status or activity with customers or patrons. Refer customers to appropriate personnel. Greet customers, patrons, or visitors.

	Maintain scheduling and event calendars. Schedule appointments.

	Complete forms in accordance with company procedures. Prepare documentation for contracts, transactions, or regulatory compliance.

	Schedule and confirm appointments for clients, customers, or supervisors. Schedule appointments.

	Make copies of correspondence or other printed material. Operate office equipment.

	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. Operate communications equipment or systems.

	Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies. Coordinate operational activities.

	Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports. Record information from meetings or other formal proceedings. Issue documentation or identification to customers or employees. Distribute materials to employees or customers.

	Arrange conference, meeting, or travel reservations for office personnel. Schedule operational activities. Make travel, accommodations, or entertainment arrangements for others.

	Open, read, route, and distribute incoming mail or other materials and answer routine letters. Route mail to correct destinations. Distribute incoming mail.

	Provide services to customers, such as order placement or account information. Order materials, supplies, or equipment.

	Conduct searches to find needed information, using such sources as the Internet. Search files, databases or reference materials to obtain needed information.

	Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions. Proofread documents, records, or other files to ensure accuracy.

	Establish work procedures or schedules and keep track of the daily work of clerical staff. Develop organizational policies or programs. Prepare employee work schedules.

	Develop or maintain internal or external company Web sites. Develop computer or online applications.

	Prepare and mail checks. Execute sales or other financial transactions. Send information, materials or documentation.

	Manage projects or contribute to committee or team work. Manage clerical or administrative activities.

	Mail newsletters, promotional material, or other information. Send information, materials or documentation.

	Order and dispense supplies. Distribute materials to employees or customers. Order materials, supplies, or equipment.

	Learn to operate new office technologies as they are developed and implemented. Maintain current knowledge related to work activities.

	Supervise other clerical staff and provide training and orientation to new staff. Supervise clerical or administrative personnel.

	Train and assist staff with computer usage. Train personnel.

	Prepare conference or event materials, such as flyers or invitations. Prepare informational or reference materials.

	Take dictation in shorthand or by machine and transcribe information.

Work Activities

Importance	Work Activity

Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.

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.

Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.

Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.

Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.

Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.

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.

Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.

Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.

Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.

Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.

Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Developing and Building Teams — Encouraging and building mutual trust, respect, and cooperation among team members.

Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.

Judging the Qualities of Things, Services, or People — Assessing the value, importance, or quality of things or people.

Coaching and Developing Others — Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.

Estimating the Quantifiable Characteristics of Products, Events, or Information — Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.

Provide Consultation and Advice to Others — Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.

Developing Objectives and Strategies — Establishing long-range objectives and specifying the strategies and actions to achieve them.

Guiding, Directing, and Motivating Subordinates — Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.

Monitoring and Controlling Resources — Monitoring and controlling resources and overseeing the spending of money.

Training and Teaching Others — Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.

Handling and Moving Objects — Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.

Nature of the Work


	(Abstract from Career Articles)

	Secretaries and Administrative Assistants
	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

	Read More >>

Working Conditions


	(Abstract from Career Articles)

	Secretaries and Administrative Assistants
	Although secretaries and administrative assistants work in nearly every industry, many are employed in schools, hospitals, governments, and legal and medical offices. Most work full time.

	Read More >>

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Interesting Fact

Before his successful music career, Jon Bon Jovi once worked at Burger King.

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