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.
Sample of reported job titles:
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
Occupation-Specific Information
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.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Open, read, route, and distribute incoming mail or other materials and answer routine letters.
- Complete forms in accordance with company procedures.
Technology Skills
- Access software:Citrix cloud computing software
- Accounting software:Fund accounting software,Intuit QuickBooks,Sage 50 Accounting,Tax software
- Analytical or scientific software:IBM SPSS Statistics,Minitab,SAS statistical software
- Backup or archival software:Veritas NetBackup
- Business intelligence and data analysis software:IBM Cognos Impromptu,MicroStrategy,Oracle Business Intelligence Enterprise Edition,Qlik Tech QlikView
Occupational Requirements
Work Activities
- Working 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.
Detailed Work Activities
- Answer telephones to direct calls or provide information.
- Collect deposits, payments or fees.
- Compile data or documentation.
- Coordinate operational activities.
- Develop computer or online applications.
Work Context
- Telephone:93% responded"Every day"
- Electronic Mail:93% responded"Every day"
- Contact With Others:87% responded"Constant contact with others"
- Face-to-Face Discussions:79% responded"Every day"
- Indoors, Environmentally Controlled:74% responded"Every day"
Worker Requirements
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.
- Service Orientation:Actively looking for ways to help people.
Knowledge
- Administrative:Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace 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.
- 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.
- 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.
Education
How much education does a new hire need to perform a job in this occupation? Respondents said:
- 50%High School Diploma - or the equivalent (for example, GED)
- 22%Associate's Degree (or other 2-year degree)
- 11%Bachelor's Degree
- 10%Some College Courses
Worker Characteristics
Abilities
- 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.
- 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).
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.
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.
Work Styles
- Attention to Detail:Job requires being careful about detail and thorough in completing work tasks.
- Integrity:Job requires being honest and ethical.
- Cooperation:Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
- Dependability:Job requires being reliable, responsible, and dependable, and fulfilling obligations.
- Concern for Others:Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
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