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Secretaries and Administrative Assistants, Except Legal, Medical, and Executive
Overview
Salary
Demand
Core Tasks
Technology Skills
Tools Used
Top 10 Knowledge Required
Top 10 Skills
Top 10 Abilities
Top 10 Work Activities
Detailed Work Activities
Work Context
Education
Majors
Interests
Top 10 Work Styles
Work Values
Related Careers
Overview
Job Zone Two: Some Preparation Needed
Experience
Some previous work-related skill, knowledge, or experience is usually needed. For example, a teller would benefit from experience working directly with the public.
Education
These occupations usually require a high school diploma.
Job Training
Employees in these occupations need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with these occupations.
Examples
These occupations often involve using your knowledge and skills to help others. Examples include orderlies, counter and rental clerks, customer service representatives, security guards, upholsterers, and tellers.
Perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
Salary Salary
Salary at 10th Percentile: $25K
Salary at 25th Percentile: $31K
Median Salary: $38K
Salary at 75th Percentile: $48K
Salary at 90th Percentile: $59K
Demand
Core 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.
Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
Use computers for various applications, such as database management or word processing.
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.
Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
Maintain scheduling and event calendars.
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.
Locate and attach appropriate files to incoming correspondence requiring replies.
Prepare and mail checks.
Arrange conference, meeting, or travel reservations for office personnel.
Conduct searches to find needed information, using such sources as the Internet.
Make copies of correspondence or other printed material.
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.
Supervise other clerical staff and provide training and orientation to new staff.
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.
Technology Skills
Technology
Example
Hot Technology
Tools Used
Tool
Example
Top 10 Knowledge Required
Clerical
91%
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
English Language
86%
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
77%
Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Customer and Personal Service
76%
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
69%
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.
Mathematics
59%
Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
Communications and Media
56%
Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.
Economics and Accounting
55%
Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
Personnel and Human Resources
55%
Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
Public Safety and Security
54%
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.
Top 10 Skills
Active Listening
80%
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
80%
Talking to others to convey information effectively.
Reading Comprehension
78%
Understanding written sentences and paragraphs in work related documents.
Writing
75%
Communicating effectively in writing as appropriate for the needs of the audience.
Service Orientation
70%
Actively looking for ways to help people.
Time Management
70%
Managing one's own time and the time of others.
Coordination
63%
Adjusting actions in relation to others' actions.
Monitoring
63%
Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Critical Thinking
60%
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Judgment and Decision Making
60%
Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Top 10 Abilities
Oral Comprehension
80%
The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression
80%
The ability to communicate information and ideas in speaking so others will understand.
Written Comprehension
80%
The ability to read and understand information and ideas presented in writing.
Written Expression
80%
The ability to communicate information and ideas in writing so others will understand.
Near Vision
78%
The ability to see details at close range (within a few feet of the observer).
Speech Clarity
75%
The ability to speak clearly so others can understand you.
Speech Recognition
75%
The ability to identify and understand the speech of another person.
Information Ordering
73%
The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Problem Sensitivity
63%
The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
Category Flexibility
60%
The ability to generate or use different sets of rules for combining or grouping things in different ways.
Top 10 Work Activities
Interacting With Computers
88%
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
84%
Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Getting Information
84%
Observing, receiving, and otherwise obtaining information from all relevant sources.
Performing Administrative Activities
82%
Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Establishing and Maintaining Interpersonal Relationships
76%
Developing constructive and cooperative working relationships with others, and maintaining them over time.
Organizing, Planning, and Prioritizing Work
76%
Developing specific goals and plans to prioritize, organize, and accomplish your work.
Documenting/Recording Information
72%
Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Communicating with Persons Outside Organization
70%
Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Evaluating Information to Determine Compliance with Standards
70%
Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
Identifying Objects, Actions, and Events
69%
Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Detailed Work Activities
Answer telephones to direct calls or provide information.
Discuss account status or activity with customers or patrons.
Refer customers to appropriate personnel.
Greet customers, patrons, or visitors.
Enter information into databases or software programs.
Operate computers or computerized equipment.
Operate office equipment.
Report maintenance or equipment problems to appropriate personnel.
Select resources needed to accomplish tasks.
Record personnel information.
Operate communications equipment or systems.
Schedule appointments.
Record information from meetings or other formal proceedings.
Issue documentation or identification to customers or employees.
Distribute materials to employees or customers.
Prepare documentation for contracts, transactions, or regulatory compliance.
Compile data or documentation.
Search files, databases or reference materials to obtain needed information.
Route mail to correct destinations.
Distribute incoming mail.
Proofread documents, records, or other files to ensure accuracy.
Maintain current knowledge related to work activities.
Train personnel.
Order materials, supplies, or equipment.
Prepare informational or reference materials.
Execute sales or other financial transactions.
Collect deposits, payments or fees.
Develop organizational policies or programs.
Prepare employee work schedules.
Send information, materials or documentation.
Schedule operational activities.
Make travel, accommodations, or entertainment arrangements for others.
Supervise clerical or administrative personnel.
Manage clerical or administrative activities.
Coordinate operational activities.
Transcribe spoken or written information.
Develop computer or online applications.
Work Context
Telephone
How often do you have telephone conversations in this job?
Electronic Mail
How often do you use electronic mail in this job?
Contact With Others
How much does this job require the worker to be in contact with others (face-to-face, by telephone, or otherwise) in order to perform it?
Face-to-Face Discussions
How often do you have to have face-to-face discussions with individuals or teams in this job?
Indoors, Environmentally Controlled
How often does this job require working indoors in environmentally controlled conditions?
Spend Time Sitting
How much does this job require sitting?
Work With Work Group or Team
How important is it to work with others in a group or team in this job?
Structured versus Unstructured Work
To what extent is this job structured for the worker, rather than allowing the worker to determine tasks, priorities, and goals?
Importance of Repeating Same Tasks
How important is repeating the same physical activities (e.g., key entry) or mental activities (e.g., checking entries in a ledger) over and over, without stopping, to performing this job?
Deal With External Customers
How important is it to work with external customers or the public in this job?
Education
Interests
Conventional
100%
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
72%
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.
Social
43%
Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
Artistic
19%
Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.
Realistic
19%
Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
Investigative
15%
Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally.
Top 10 Work Styles
Attention to Detail
92%
Job requires being careful about detail and thorough in completing work tasks.
Integrity
90%
Job requires being honest and ethical.
Cooperation
89%
Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Dependability
88%
Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Concern for Others
85%
Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Self Control
83%
Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Adaptability/Flexibility
81%
Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Stress Tolerance
80%
Job requires accepting criticism and dealing calmly and effectively with high stress situations.
Achievement/Effort
79%
Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
Independence
79%
Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Work Values
Support
72%
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
67%
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
55%
Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.
Achievement
48%
Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.
Independence
39%
Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.
Recognition
39%
Occupations that satisfy this work value offer advancement, potential for leadership, and are often considered prestigious. Corresponding needs are Advancement, Authority, Recognition and Social Status.
