Secretaries and Administrative Assistants

Key Responsibilities

• Create, maintain, and enter information into databases.
• Complete forms in accordance with company procedures.
• 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.
• Use computers for various applications, such as database management or word processing.
• Train and assist staff with computer usage.
• Make copies of correspondence or other printed material.
• Supervise other clerical staff and provide training and orientation to new staff.
• Prepare and mail checks.
• 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.
• Order and dispense supplies.
• Arrange conference, meeting, or travel reservations for office personnel.
• Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
• Manage projects or contribute to committee or team work.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Conduct searches to find needed information, using such sources as the Internet.
• Provide services to customers, such as order placement or account information.
• Prepare conference or event materials, such as flyers or invitations.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Develop or maintain internal or external company Web sites.
• Establish work procedures or schedules and keep track of the daily work of clerical staff.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Maintain scheduling and event calendars.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Learn to operate new office technologies as they are developed and implemented.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Mail newsletters, promotional material, or other information.
• Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.