Secretaries (Other)

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

O*NET reports this occupation under titles such as: Administrative Assistant (Admin Assistant); Administrative Clerk; Administrative Secretary (Admin Secretary); Administrative Specialist (Admin Specialist); Administrative Support Assistant (ASA); Administrative Technician; Department Secretary; Office Assistant; Secretary; Staff Assistant

Tasks

• 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.

Knowledge

• Administrative
• English Language
• Customer and Personal Service
• Computers and Electronics
• Administration and Management

Skills

• Active Listening
• Speaking
• Reading Comprehension
• Writing
• Monitoring
• Critical Thinking

Abilities

• Oral Comprehension
• Written Comprehension
• Oral Expression
• Written Expression
• Near Vision
• Speech Recognition
• Speech Clarity
• Information Ordering
• Problem Sensitivity
• Deductive Reasoning
• Inductive Reasoning
• Category Flexibility
• Selective Attention