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Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

It's a bright outlook for

This career will grow rapidly in the next few years.

Learn more about what they do.

Perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

Related: Administrative Services Managers Executive Secretaries & Executive Administrative Assistants Legal Secretaries & Administrative Assistants Medical Secretaries & Administrative Assistants Office Clerks, General

Industries: Education Service Health & Counseling Government Professional, Science, & Technical

Summary
Details

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

Critical Thinking
- Thinking about the pros and cons of different ways to solve a problem.
Installation
- Installing equipment, machines, wiring, or computer programs.
Science
- Using scientific rules and strategies to solve problems.
Repairing
- Repairing machines or systems using the right tools.
Technology Design
- Making equipment and technology useful for customers.
Complex Problem Solving
- Noticing a problem and figuring out the best way to solve it.
Systems Evaluation
- Measuring how well a system is working and how to improve it.
Time Management
- Managing your time and the time of other people.
Active Listening
- Listening to others, not interrupting, and asking good questions.
Systems Analysis
- Figuring out how a system should work and how changes in the future will affect it.
Coordination
- Changing what is done based on other people's actions.
Instructing
- Teaching people how to do something.
Programming
- Writing computer programs.
Operation and Control
- Using equipment or systems.
Reading Comprehension
- Reading work-related information.
Monitoring
- Keeping track of how well people and/or groups are doing in order to make improvements.
Social Perceptiveness
- Understanding people's reactions.
Management of Financial Resources
- Making spending decisions and keeping track of what is spent.
Writing
- Writing things for co-workers or customers.
Equipment Selection
- Deciding what kind of tools and equipment are needed to do a job.
Speaking
- Talking to others.
Management of Personnel Resources
- Selecting and managing the best workers for a job.
Mathematics
- Using math to solve problems.
Learning Strategies
- Using the best training or teaching strategies for learning new things.
Negotiation
- Bringing people together to solve differences.
Operations Analysis
- Figuring out what a product or service needs to be able to do.
Equipment Maintenance
- Planning and doing the basic maintenance on equipment.
Quality Control Analysis
- Testing how well a product or service works.
Judgment and Decision Making
- Thinking about the pros and cons of different options and picking the best one.
Service Orientation
- Looking for ways to help people.
Operations Monitoring
- Watching gauges, dials, or display screens to make sure a machine is working.
Active Learning
- Figuring out how to use new ideas or things.
Persuasion
- Talking people into changing their minds or their behavior.
Management of Material Resources
- Managing equipment and materials.
Troubleshooting
- Figuring out what is causing equipment, machines, wiring, or computer programs to not work.

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.
Auditory Attention
- Paying attention to one sound while there are other distracting sounds.
Speech Clarity
- Speaking clearly.
Explosive Strength
- Jumping, sprinting, or throwing something.
Fluency of Ideas
- Coming up with lots of ideas.
Stamina
- Exercising for a long time without getting out of breath.
Visual Color Discrimination
- Noticing the difference between colors, including shades and brightness.
Manual Dexterity
- Holding or moving items with your hands.
Night Vision
- Seeing at night or under low light.
Sound Localization
- Noticing the direction that a sound came from.
Speed of Limb Movement
- Quickly moving your arms and legs.
Speech Recognition
- Recognizing spoken words.
Trunk Strength
- Using your lower back and stomach.
Peripheral Vision
- Seeing something to your side when your are looking ahead.
Dynamic Strength
- Exercising for a long time without your muscles getting tired.
Written Comprehension
- Reading and understanding what is written.
Information Ordering
- Ordering or arranging things.
Originality
- Creating new and original ideas.
Category Flexibility
- Grouping things in different ways.
Speed of Closure
- Quickly knowing what you are looking at.
Depth Perception
- Deciding which thing is closer or farther away from you, or deciding how far away it is from you.
Arm-Hand Steadiness
- Keeping your arm or hand steady.
Time Sharing
- Doing two or more things at the same time.
Reaction Time
- Quickly moving your hand, finger, or foot based on a sound, light, picture or other command.
Static Strength
- Lifting, pushing, pulling, or carrying.
Oral Comprehension
- Listening and understanding what people say.
Inductive Reasoning
- Making general rules or coming up with answers from lots of detailed information.
Problem Sensitivity
- Noticing when problems happen.
Near Vision
- Seeing details up close.
Selective Attention
- Paying attention to something without being distracted.
Far Vision
- Seeing details that are far away.
Memorization
- Remembering words, numbers, pictures, or steps.
Extent Flexibility
- Bending, stretching, twisting, or reaching with your body, arms, and/or legs.
Wrist-Finger Speed
- Making fast, simple, repeated movements of your fingers, hands, and wrists.
Glare Sensitivity
- Seeing something even if there is a glare or very bright light.
Hearing Sensitivity
- Telling the difference between sounds.
Oral Expression
- Communicating by speaking.
Written Expression
- Communicating by writing.
Dynamic Flexibility
- Quickly and repeatedly bending, stretching, twisting, or reaching out with your body, arms, and/or legs.
Perceptual Speed
- Quickly comparing groups of letters, numbers, pictures, or other things.
Flexibility of Closure
- Seeing hidden patterns.
Gross Body Equilibrium
- Keeping your balance or staying upright.
Mathematical Reasoning
- Choosing the right type of math to solve a problem.
Visualization
- Imagining how something will look after it is moved around or changed.
Finger Dexterity
- Putting together small parts with your fingers.
Control Precision
- Quickly changing the controls of a machine, car, truck or boat.
Multilimb Coordination
- Using your arms and/or legs together while sitting, standing, or lying down.
Deductive Reasoning
- Using rules to solve problems.
Gross Body Coordination
- Moving your arms, legs, and mid-section together while your whole body is moving.
Spatial Orientation
- Knowing where things are around you.
Number Facility
- Adding, subtracting, multiplying, or dividing.

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.
Sociology and Anthropology
- Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures, and their history and origins.
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.
Fine Arts
- Knowledge of the theory and techniques required to compose, produce, and perform works of music, dance, visual arts, drama, and sculpture.
Telecommunications
- Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.
English Language
- Knowledge of the structure and content of the English language including the meaning and spelling of words, and rules of composition and grammar.
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.
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.
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.
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.
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.
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.
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.
Transportation
- Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.
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.
History and Archeology
- Knowledge of historical events and their causes, indicators, and effects on civilizations and cultures.
Mathematics
- Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
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.
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.
Production and Processing
- Knowledge of raw materials, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.
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.
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.
Mechanical
- Knowledge of machines and tools, including their designs, uses, repair, and maintenance.
Biology
- Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.
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.
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.
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.
Law and Government
- Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
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.
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.

Education

High school diploma or equivalent

Work Experience

No work experience

Training

Less than 1 month on-the-job training

Education and Training Opportunities

Washington Annual Salary

54560/yr

Washington Hourly Wage

26.23/hr

Currently Employed

43,580

Yearly Projected Openings

5460

Conventional: People interested in this work like activities that include data, detail, and regular routines. They do well at jobs that need:

Cooperation
Attention to Detail
Dependability
Social Orientation
Integrity

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

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

ADDITIONAL RESOURCES

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Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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