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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.

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    Work Activities

    Work Activities

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

    Skills

    • Speaking

      Talking to others.

    • Learning Strategies

      Using the best training or teaching strategies for learning new things.

    • Writing

      Writing things for co-workers or customers.

    • Active Learning

      Figuring out how to use new ideas or things.

    • Persuasion

      Talking people into changing their minds or their behavior.

    • Reading Comprehension

      Reading work-related information.

    • Science

      Using scientific rules and strategies to solve problems.

    • Troubleshooting

      Figuring out what is causing equipment, machines, wiring, or computer programs to not work.

    • Management of Financial Resources

      Making spending decisions and keeping track of what is spent.

    • Critical Thinking

      Thinking about the pros and cons of different ways to solve a problem.

    • Programming

      Writing computer programs.

    • Active Listening

      Listening to others, not interrupting, and asking good questions.

    • Coordination

      Changing what is done based on other people's actions.

    • Mathematics

      Using math to solve problems.

    • Monitoring

      Keeping track of how well people and/or groups are doing in order to make improvements.

    • Social Perceptiveness

      Understanding people's reactions.

    • Operation and Control

      Using equipment or systems.

    • Judgment and Decision Making

      Thinking about the pros and cons of different options and picking the best one.

    • Operations Monitoring

      Watching gauges, dials, or display screens to make sure a machine is working.

    • Systems Evaluation

      Measuring how well a system is working and how to improve it.

    • Management of Material Resources

      Managing equipment and materials.

    • Quality Control Analysis

      Testing how well a product or service works.

    • Equipment Maintenance

      Planning and doing the basic maintenance on equipment.

    • Repairing

      Repairing machines or systems using the right tools.

    • Operations Analysis

      Figuring out what a product or service needs to be able to do.

    • Technology Design

      Making equipment and technology useful for customers.

    • Equipment Selection

      Deciding what kind of tools and equipment are needed to do a job.

    • Negotiation

      Bringing people together to solve differences.

    • Instructing

      Teaching people how to do something.

    • Service Orientation

      Looking for ways to help people.

    • Complex Problem Solving

      Noticing a problem and figuring out the best way to solve it.

    • Installation

      Installing equipment, machines, wiring, or computer programs.

    • Management of Personnel Resources

      Selecting and managing the best workers for a job.

    • Systems Analysis

      Figuring out how a system should work and how changes in the future will affect it.

    • Time Management

      Managing your time and the time of other people.

    WorkKeys®

    Applied Math
    4
    Workplace Documents
    4
    Graphic Literacy
    4

    Abilities

    • Spatial Orientation

      Knowing where things are around you.

    • Speed of Limb Movement

      Quickly moving your arms and legs.

    • Hearing Sensitivity

      Telling the difference between sounds.

    • Gross Body Coordination

      Moving your arms, legs, and mid-section together while your whole body is moving.

    • Peripheral Vision

      Seeing something to your side when your are looking ahead.

    • Speech Recognition

      Recognizing spoken words.

    • Visual Color Discrimination

      Noticing the difference between colors, including shades and brightness.

    • Stamina

      Exercising for a long time without getting out of breath.

    • Response Orientation

      Quickly deciding if you should move your hand, foot, or other body part.

    • Rate Control

      Changing when and how fast you move based on how something else is moving.

    • Manual Dexterity

      Holding or moving items with your hands.

    • Time Sharing

      Doing two or more things at the same time.

    • Written Expression

      Communicating by writing.

    • Fluency of Ideas

      Coming up with lots of ideas.

    • Deductive Reasoning

      Using rules to solve problems.

    • Visualization

      Imagining how something will look after it is moved around or changed.

    • Flexibility of Closure

      Seeing hidden patterns.

    • Finger Dexterity

      Putting together small parts with your fingers.

    • Control Precision

      Quickly changing the controls of a machine, car, truck or boat.

    • Selective Attention

      Paying attention to something without being distracted.

    • Reaction Time

      Quickly moving your hand, finger, or foot based on a sound, light, picture or other command.

    • Extent Flexibility

      Bending, stretching, twisting, or reaching with your body, arms, and/or legs.

    • Dynamic Flexibility

      Quickly and repeatedly bending, stretching, twisting, or reaching out with your body, arms, and/or legs.

    • Night Vision

      Seeing at night or under low light.

    • Dynamic Strength

      Exercising for a long time without your muscles getting tired.

    • Speech Clarity

      Speaking clearly.

    • Near Vision

      Seeing details up close.

    • Far Vision

      Seeing details that are far away.

    • Originality

      Creating new and original ideas.

    • Problem Sensitivity

      Noticing when problems happen.

    • Inductive Reasoning

      Making general rules or coming up with answers from lots of detailed information.

    • Category Flexibility

      Grouping things in different ways.

    • Mathematical Reasoning

      Choosing the right type of math to solve a problem.

    • Multilimb Coordination

      Using your arms and/or legs together while sitting, standing, or lying down.

    • Memorization

      Remembering words, numbers, pictures, or steps.

    • Arm-Hand Steadiness

      Keeping your arm or hand steady.

    • Perceptual Speed

      Quickly comparing groups of letters, numbers, pictures, or other things.

    • Speed of Closure

      Quickly knowing what you are looking at.

    • Number Facility

      Adding, subtracting, multiplying, or dividing.

    • Oral Expression

      Communicating by speaking.

    • Information Ordering

      Ordering or arranging things.

    • Oral Comprehension

      Listening and understanding what people say.

    • Written Comprehension

      Reading and understanding what is written.

    • Wrist-Finger Speed

      Making fast, simple, repeated movements of your fingers, hands, and wrists.

    • Static Strength

      Lifting, pushing, pulling, or carrying.

    • Sound Localization

      Noticing the direction that a sound came from.

    • Gross Body Equilibrium

      Keeping your balance or staying upright.

    • Glare Sensitivity

      Seeing something even if there is a glare or very bright light.

    • Explosive Strength

      Jumping, sprinting, or throwing something.

    • Depth Perception

      Deciding which thing is closer or farther away from you, or deciding how far away it is from you.

    • Auditory Attention

      Paying attention to one sound while there are other distracting sounds.

    • Trunk Strength

      Using your lower back and stomach.

    Knowledge

    • 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.

    • Economics and Accounting

      Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.

    • Computers and Electronics

      Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

    • Education and Training

      Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.

    • English Language

      Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

    • History and Archeology

      Knowledge of historical events and their causes, indicators, and effects on civilizations and cultures.

    • Communications and Media

      Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.

    • Production and Processing

      Knowledge of raw materials, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.

    • Mathematics

      Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

    • Mechanical

      Knowledge of machines and tools, including their designs, uses, repair, and maintenance.

    • Engineering and Technology

      Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.

    • Physics

      Knowledge and prediction of physical principles, laws, their interrelationships, and applications to understanding fluid, material, and atmospheric dynamics, and mechanical, electrical, atomic and sub-atomic structures and processes.

    • Therapy and Counseling

      Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance.

    • Fine Arts

      Knowledge of the theory and techniques required to compose, produce, and perform works of music, dance, visual arts, drama, and sculpture.

    • Design

      Knowledge of design techniques, tools, and principles involved in production of precision technical plans, blueprints, drawings, and models.

    • Philosophy and Theology

      Knowledge of different philosophical systems and religions. This includes their basic principles, values, ethics, ways of thinking, customs, practices, and their impact on human culture.

    • Law and Government

      Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

    • Telecommunications

      Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.

    • Psychology

      Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.

    • Foreign Language

      Knowledge of the structure and content of a foreign (non-English) language including the meaning and spelling of words, rules of composition and grammar, and pronunciation.

    • 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.

    • 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.

    • Building and Construction

      Knowledge of materials, methods, and the tools involved in the construction or repair of houses, buildings, or other structures such as highways and roads.

    • 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.

    • Sociology and Anthropology

      Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures, and their history and origins.

    • Medicine and Dentistry

      Knowledge of the information and techniques needed to diagnose and treat human injuries, diseases, and deformities. This includes symptoms, treatment alternatives, drug properties and interactions, and preventive health-care measures.

    • Transportation

      Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.

    • Biology

      Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.

    • Geography

      Knowledge of principles and methods for describing the features of land, sea, and air masses, including their physical characteristics, locations, interrelationships, and distribution of plant, animal, and human life.

    • Public Safety and Security

      Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.

    • Personnel and Human Resources

      Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.

    • Food Production

      Knowledge of techniques and equipment for planting, growing, and harvesting food products (both plant and animal) for consumption, including storage/handling techniques.

    • Sales and Marketing

      Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

    Career Video

    Additional videos and more information available on CareerOneStop

    Pay

    • Ohio Annual Salary 37320/yr
    • Typical Salary
    • Ohio Hourly Wage 17.94/hr
    • Typical Hourly Wage

    Ohio Employment Trends

    • Currently Employed 50,470
    • Yearly Projected Openings 5140

    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

    • Desktop computers
    • Dictation machines
    • Digital cameras
    • Laser fax machine
    • Mobile phones
    • Notebook computers
    • Pagers
    • Personal computers
    • Personal digital assistant PDAs or organizers
    • Photocopiers
    • Pocket calculator
    • Portable data input terminals
    • Scanners
    • Special purpose telephones

    Technology

    • Access software
    • Accounting software
    • Analytical or scientific software
    • Backup or archival software
    • Business intelligence and data analysis software
    • Calendar and scheduling software
    • Cloud-based data access and sharing software
    • Cloud-based management software
    • Computer based training software
    • Content workflow software
    • Customer relationship management CRM software
    • Data base management system software
    • Data base reporting software
    • Data base user interface and query software
    • Data mining software
    • Desktop communications software
    • Desktop publishing software
    • Document management software
    • Electronic mail software
    • Enterprise application integration software
    • Enterprise resource planning ERP software
    • Enterprise system management software
    • Financial analysis software
    • Graphics or photo imaging software
    • Human resources software
    • Information retrieval or search software
    • Instant messaging software
    • Internet browser software
    • Medical software
    • Metadata management software
    • Mobile messaging service software
    • Network conferencing software
    • Office suite software
    • Operating system software
    • Portal server software
    • Presentation software
    • Process mapping and design software
    • Project management software
    • Spreadsheet software
    • Time accounting software
    • Transaction security and virus protection software
    • Transaction server software
    • Video conferencing software
    • Video creation and editing software
    • Voice recognition software
    • Web page creation and editing software
    • Web platform development software
    • Word processing software

    Tags

    • InDemand occupations are considered a priority by the state of Ohio.
    • Apprenticeships are available for this occupation. These programs can help you get hands-on experience and build your skills.
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