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

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

Related: Court, Municipal, & License Clerks  Human Resources Assistants  Insurance Claims & Policy Processing Clerks  Legal Secretaries & Administrative Assistants  Payroll & Timekeeping Clerks   

Industries: Education  Health & Counseling  Service 

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    Work Activities

    Work Activities

    • 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.
    • Use computers for various applications, such as database management or word processing.
    • Create, maintain, and enter information into databases.
    • 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.
    • 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.
    • Establish work procedures or schedules and keep track of the daily work of clerical staff.
    • Provide services to customers, such as order placement or account information.
    • Prepare and mail checks.
    • Locate and attach appropriate files to incoming correspondence requiring replies.
    • Arrange conference, meeting, or travel reservations for office personnel.
    • 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.
    • Supervise other clerical staff and provide training and orientation to new staff.
    • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
    • Make copies of correspondence or other printed material.
    • Manage projects or contribute to committee or team work.
    • Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
    • Learn to operate new office technologies as they are developed and implemented.
    • Mail newsletters, promotional material, or other information.
    • Train and assist staff with computer usage.
    • Order and dispense supplies.
    • Take dictation in shorthand or by machine and transcribe information.
    • Prepare conference or event materials, such as flyers or invitations.
    • Develop or maintain internal or external company Web sites.

    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.

    WorkKeys®

    Applied Math
    4
    Workplace Documents
    4
    Graphic Literacy
    4

    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.

    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.

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    Ohio Employment Trends

    • Currently Employed 71,760
    • Yearly Projected Openings 6,770

    Typical Education

    Personality

    Conventional: People interested in this work like activities that include data, detail, and regular routines.They do well at jobs that need:
    • Attention to Detail
    • Integrity
    • Cooperation
    • Dependability
    • Concern for Others
    • Self Control

    Tools

    • Scanners
    • Photocopiers
    • Digital cameras
    • Dictation machines
    • Desktop computers

    Technology

    • Video conferencing software
    • Operating system software
    • Enterprise resource planning ERP software
    • Data base user interface and query software
    • Data base management system software

    Tags

    • InDemand occupations are considered a priority by the state of Ohio.
    • Bright Outlook occupations will grow rapidly in the next few years, have a large number of openings, or are new and emerging careers.
    • Apprenticeships are available for this occupation. These programs can help you get hands-on experience and build your skills.
    Need help on researching occupations and careers? Download the Guide to Researching Occupations (PDF).

    Need help on how to research education and training programs? Download the Guide to Higher Education (PDF).

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