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Secretaries And Administrative Officer Perform Clerical And Administrative Tasks Daily. They Organize Files, Prepare Documents, Schedule Appointments, And Provide Assistance To Other Members Of The Team.
Secretaries And Administrative Officers' Responsibilities
Secretaries And Administrative Officer Are Typically Responsible For The Following Tasks:
- Answer Phones, Take Messages And Transfer Calls
- Schedule Appointments And Keep Event Calendars Up To Date.
- Set Up Staff Meetings.
- Handle Incoming And Outgoing Mail, As Well As Faxes.
- Prepare Memos, Invoices, Or Other Reports As Needed.
- Documents Should Be Edited
- Maintain Electronic Or Paper-based Databases And Filing Systems.
- Carry Out Basic Bookkeeping
Requirements
- Proven Work Experience As An Administrative Officer, Administrator, Or In A Similar Role Solid Understanding Of Office Procedures
- Knowledge Of Office Management Software Such As Microsoft Office (MS Excel And MS Word, Specifically)
- Strong Organisational Skills And A Problem-solving Attitude Are Required.
- Outstanding Written And Verbal Communication Abilities
- Paying Close Attention To Detail
- A High School Diploma Is Required, And Additional Qualifications In Office Administration Are Preferred.
Secretaries And Administrative Officer Handle A Variety Of Clerical And Administrative Tasks That Are Required To Keep An Organisation Running Smoothly. They Create Spreadsheets, Manage Databases, And Prepare Presentations, Reports, And Documents Using Computer Software. They May Also Bargain With Vendors, Purchase Supplies, And Manage Stockrooms Or Corporate Libraries. Secretaries And Administrative Officer Use Videoconferencing, Fax Machines, And Other Office Equipment As Well. Specific Job Responsibilities Differ Depending On Experience, Job Title, And Speciality.
Here Are Some Examples Of Secretaries And Administrative Officer:
Executive Secretaries And Executive Administrative Officer Provide High-level Administrative Support For A Company's Office And Top Executives. They Frequently Handle More Complex Tasks Like Reviewing Incoming Documents, Conducting Research, And Preparing Reports. Some Are Also In Charge Of Clerical Staff.
Legal Secretaries Do Work That Necessitates Knowledge Of Legal Terminology And Procedures. Under The Supervision Of An Attorney Or A Paralegal, They Prepare Legal Documents Such As Summonses, Complaints, Motions, And Subpoenas. They Also Conduct Legal Journal Reviews And Assist With Legal Research, Such As By Verifying Quotes And Citations In Legal Briefs.
Medical Secretaries Transcribe Dictation And Write Reports Or Articles For Doctors Or Scientists. They Also Take Simple Medical Histories From Patients, Arrange For Hospitalisation, And Process Insurance Payments. Medical Secretaries Must Be Well-versed In Medical Terminology And Codes, As Well As Hospital Or Laboratory Procedures.
Except For Legal, Medical, And Executive Secretaries And Administrative Officer, The Largest Subcategory Of Secretaries And Administrative Officer Is Secretaries And Administrative Officer. They Manage The Administrative Functions Of An Office In Almost Every Sector Of The Economy, Including Schools, Government, And Private Corporations. For Example, Secretaries In Schools Are Frequently In Charge Of Handling The Majority Of Communications Between Parents, Students, The Community, Teachers, And School Administrators. They Schedule Appointments, Receive Visitors, And Maintain Student Records.
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Secretaries And Administrative Officer' Working Environment
They Are Employed In Nearly Every Industry.
The Majority Of Secretaries And Administrative Officer Work In An Office. Some Administrative Officer May Work From Home As Virtual Assistants.
Work Schedules For Secretaries And Administrative Officers
The Majority Of Them Are Full-time Employees.
How To Advance Your Career As A Secretary Or Administrative Assistant
Entry-level Positions Are Typically Available To High School Graduates With Experience Using Computer Software Applications Such As Word Processing And Spreadsheet Programmes. Although Most Secretaries Learn Their Jobs In A Matter Of Weeks, Many Legal And Medical Secretaries Require Additional Training To Become Familiar With Industry-specific Terminology. Executive Secretaries Are Typically Required To Have Several Years Of Related Work Experience.
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Secretaries And Administrative Officers' Education
Technical Schools And Community Colleges Offer Courses In Word Processing And Office Procedures To High School Graduates. Some Temp Agencies Also Offer Training In Word Processing, Spreadsheet, And Database Software.
Some Medical And Legal Secretaries Learn Industry Terminology And Practise By Taking Classes At Community Colleges Or Technical Schools. Employers Are Increasingly Looking For Executive Secretaries Who Have Completed Some College Courses Or Have A Bachelor's Degree.
Top Courses One Can Pursue To Become A Successful Administrative Officer
- Master Of Business Administration (MBA)
- M.Com Business Administration
Training For Secretary And Administrative Assistant
Secretaries And Administrative Officers Typically Learn Their Skills Through On-the-job Training That Is Only A Few Weeks Long. During This Time, They Will Learn About Administrative Procedures, Such As Document Preparation. Medical And Legal Secretaries May Require Several Months Of Training To Learn Industry-specific Terminology And Practices.
Secretaries And Administrative Officers Must Have Work Experience In A Related Occupation.
Executive Secretaries Can Gain Experience By Working In Less Demanding Administrative Positions Such As Secretaries And General Office Clerks.
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Necessary Qualities For Administrative Officers
Decision-making Abilities Are Important Qualities For Secretaries And Administrative Officers. Secretaries And Administrative Officers Frequently Prioritise Tasks And Make Decisions On Behalf Of Their Employers, So Good Judgement Is Required.
Interpersonal Abilities- Secretaries And Administrative Officers Work With Clients, Customers, And Employees. To Create A Positive Work Environment And Client Experience, They Must Communicate Effectively And Be Courteous When Interacting With Others.
Organizational Abilities- Secretaries And Administrative Officers Organise Files, Folders, And Schedules So That An Office Can Run Smoothly.
Writing Abilities, When Communicating With Managers, Employees, And Customers, Secretaries And Administrative Officers Write Memos And Emails. As A Result, They Must Use Proper Grammar, Be Accurate, And Maintain A Professional Tone.
Salary
Based On 87 Salaries, An Entry-level Administrative Assistant With Less Than One Year Of Experience Can Expect To Earn An Average Total Compensation (tips, Bonus, And Overtime Pay) Of $238,742. Based On 525 Salaries, An Early Career Administrative Assistant With 1-4 Years Of Experience Earns An Average Total Compensation Of $259,572. Based On 314 Salaries, A Mid-career Administrative Assistant With 5-9 Years Of Experience Earns An Average Total Compensation Of 352,500. Based On 158 Salaries, An Experienced Administrative Assistant With 10-19 Years Of Experience Earns An Average Total Compensation Of 402,975. Employees In Their Late-career (20 Years And Up) Earn An Average Total Compensation Of $478,972.
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Secretaries And Administrative Officers: Job Prospects
Over The Next Ten Years, The Overall Employment Of Secretaries And Administrative Officers Is Expected To Decline By 7%.
Despite Declining Employment, An Average Of 324,300 Openings For Secretaries And Administrative Officers Are Expected Per Year Over The Next Decade. All Of Those Positions Are Expected To Be Created As A Result Of The Need To Replace Workers Who Transfer To Other Occupations Or Leave The Labour Force For Other Reasons, Such As Retirement.
Hiring Secretaries And Administrative Officers
Many Organisations' Employees Can Now Prepare Their Documents Without The Assistance Of Secretaries Thanks To Advances In Technology. Furthermore, Many Executive Secretaries And Executive Administrative Officers In Organisation Support More Than One Manager, And Many Managers Now Perform Tasks That Were Previously Performed By These Employees. Paralegals And Legal Assistants In Law Firms Use Technology To Perform Tasks Previously Performed By Legal Secretaries, Such As Document Preparation And Filing.
Medical Secretaries Are Expected To See Job Growth, Owing Primarily To The Expansion Of The Healthcare Industry. Baby Boomers, For Example, Will Require More Medical Services As They Age. Administrative Tasks Related To Billing And Insurance Processing Of Medicare And Other Claims Will Necessitate The Use Of Medical Secretaries.
