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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

    • Arrange conference, meeting, or travel reservations for office personnel.
    • Manage projects or contribute to committee or team work.
    • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
    • Train and assist staff with computer usage.
    • Prepare conference or event materials, such as flyers or invitations.
    • Supervise other clerical staff and provide training and orientation to new staff.
    • Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
    • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
    • 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.
    • 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.
    • Open, read, route, and distribute incoming mail or other materials and answer routine letters.
    • Open, read, route, and distribute incoming mail or other materials and answer routine letters.
    • 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.
    • Make copies of correspondence or other printed material.
    • 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.
    • Prepare and mail checks.
    • Establish work procedures or schedules and keep track of the daily work of clerical staff.
    • Arrange conference, meeting, or travel reservations for office personnel.
    • 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.
    • Use computers for various applications, such as database management or word processing.
    • 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.
    • Locate and attach appropriate files to incoming correspondence requiring replies.
    • Conduct searches to find needed information, using such sources as the Internet.
    • Take dictation in shorthand or by machine and transcribe information.
    • Learn to operate new office technologies as they are developed and implemented.
    • Order and dispense supplies.
    • Provide services to customers, such as order placement or account information.
    • Order and dispense supplies.
    • Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
    • Establish work procedures or schedules and keep track of the daily work of clerical staff.
    • Prepare and mail checks.
    • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
    • 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.
    • Mail newsletters, promotional material, or other information.
    • Develop or maintain internal or external company Web sites.

    Skills

    • Mathematics

      Using math to solve problems.

    • Science

      Using scientific rules and strategies to solve problems.

    • Reading Comprehension

      Reading work-related information.

    • Repairing

      Repairing machines or systems using the right tools.

    • Equipment Selection

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

    • Operation and Control

      Using equipment or systems.

    • Instructing

      Teaching people how to do something.

    • Monitoring

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

    • Service Orientation

      Looking for ways to help people.

    • Active Learning

      Figuring out how to use new ideas or things.

    • Active Listening

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

    • Installation

      Installing equipment, machines, wiring, or computer programs.

    • Management of Financial Resources

      Making spending decisions and keeping track of what is spent.

    • Troubleshooting

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

    • Time Management

      Managing your time and the time of other people.

    • Operations Monitoring

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

    • Management of Personnel Resources

      Selecting and managing the best workers for a job.

    • Systems Evaluation

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

    • Quality Control Analysis

      Testing how well a product or service works.

    • Social Perceptiveness

      Understanding people's reactions.

    • Coordination

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

    • Systems Analysis

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

    • Critical Thinking

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

    • Learning Strategies

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

    • Technology Design

      Making equipment and technology useful for customers.

    • Equipment Maintenance

      Planning and doing the basic maintenance on equipment.

    • Persuasion

      Talking people into changing their minds or their behavior.

    • Programming

      Writing computer programs.

    • Management of Material Resources

      Managing equipment and materials.

    • Speaking

      Talking to others.

    • Writing

      Writing things for co-workers or customers.

    • Complex Problem Solving

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

    • Judgment and Decision Making

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

    • Operations Analysis

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

    • Negotiation

      Bringing people together to solve differences.

    WorkKeys®

    Applied Math
    4
    Workplace Documents
    4
    Graphic Literacy
    4

    Abilities

    • Far Vision

      Seeing details that are far away.

    • Depth Perception

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

    • Oral Expression

      Communicating by speaking.

    • Oral Comprehension

      Listening and understanding what people say.

    • Written Comprehension

      Reading and understanding what is written.

    • Trunk Strength

      Using your lower back and stomach.

    • Peripheral Vision

      Seeing something to your side when your are looking ahead.

    • Gross Body Coordination

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

    • Auditory Attention

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

    • Hearing Sensitivity

      Telling the difference between sounds.

    • Glare Sensitivity

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

    • Near Vision

      Seeing details up close.

    • Speech Recognition

      Recognizing spoken words.

    • Selective Attention

      Paying attention to something without being distracted.

    • Multilimb Coordination

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

    • Perceptual Speed

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

    • Manual Dexterity

      Holding or moving items with your hands.

    • Finger Dexterity

      Putting together small parts with your fingers.

    • Speed of Closure

      Quickly knowing what you are looking at.

    • Written Expression

      Communicating by writing.

    • Fluency of Ideas

      Coming up with lots of ideas.

    • Problem Sensitivity

      Noticing when problems happen.

    • Deductive Reasoning

      Using rules to solve problems.

    • Reaction Time

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

    • Visualization

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

    • Originality

      Creating new and original ideas.

    • Information Ordering

      Ordering or arranging things.

    • Category Flexibility

      Grouping things in different ways.

    • Night Vision

      Seeing at night or under low light.

    • Sound Localization

      Noticing the direction that a sound came from.

    • Explosive Strength

      Jumping, sprinting, or throwing something.

    • Stamina

      Exercising for a long time without getting out of breath.

    • Memorization

      Remembering words, numbers, pictures, or steps.

    • Gross Body Equilibrium

      Keeping your balance or staying upright.

    • Dynamic Strength

      Exercising for a long time without your muscles getting tired.

    • Dynamic Flexibility

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

    • Visual Color Discrimination

      Noticing the difference between colors, including shades and brightness.

    • Extent Flexibility

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

    • Spatial Orientation

      Knowing where things are around you.

    • Wrist-Finger Speed

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

    • Number Facility

      Adding, subtracting, multiplying, or dividing.

    • Control Precision

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

    • Speed of Limb Movement

      Quickly moving your arms and legs.

    • Flexibility of Closure

      Seeing hidden patterns.

    • Arm-Hand Steadiness

      Keeping your arm or hand steady.

    • Rate Control

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

    • Time Sharing

      Doing two or more things at the same time.

    • Response Orientation

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

    • Static Strength

      Lifting, pushing, pulling, or carrying.

    • Mathematical Reasoning

      Choosing the right type of math to solve a problem.

    • Inductive Reasoning

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

    • Speech Clarity

      Speaking clearly.

    Knowledge

    • Economics and Accounting

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

    • English Language

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

    • 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.

    • 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.

    • 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.

    • 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.

    • Production and Processing

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

    • 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.

    • Mechanical

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

    • Sociology and Anthropology

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

    • 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.

    • 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.

    • Transportation

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

    • Food Production

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

    • Design

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

    • 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.

    • 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.

    • 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.

    • 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.

    • 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.

    • 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.

    • 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.

    • 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.

    • Fine Arts

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

    • 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.

    • 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.

    • Computers and Electronics

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

    • Mathematics

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

    • Biology

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

    • 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.

    Career Video

    Additional videos and more information available on CareerOneStop

    Pay

    • Ohio Annual Salary 42360/yr
    • Typical Salary
    • Ohio Hourly Wage 20.36/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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