As the reliance on technology continues to expand in offices, the role of the office professional has greatly evolved. Office automation and organizational restructuring have led secretaries and administrative assistants to assume responsibilities once reserved for managerial and professional
staff. In spite of these changes, however, the core responsibilities for secretaries and administrative assistants have remained much the same: Performing and coordinating an office’s administrative activities and storing, retrieving, and integrating information for dissemination to staff and clients.
Secretaries and administrative assistants perform a variety of administrative and clerical duties necessary to run an organization efficiently. They serve as information and communication managers for an office; plan and schedule meetings and appointments; organize and maintain paper and
electronic files; manage projects; conduct research; and disseminate information by using the telephone, mail services, Web sites, and e-mail. They also may handle travel and guest arrangements.
Secretaries and administrative assistants use a variety of office equipment, such as fax machines, photocopiers, scanners, and videoconferencing and telephone systems. In addition, secretaries and administrative assistants often use computers to do tasks previously handled by managers and
professionals, such as: create spreadsheets; compose correspondence; manage databases; and create presentations, reports, and documents using desktop publishing software and digital graphics. They also may negotiate with vendors, maintain and examine leased equipment, purchase supplies, manage areas such as stockrooms
or corporate libraries, and retrieve data from various sources. At the same time, managers and professionals have assumed many tasks traditionally assigned to secretaries and administrative assistants, such as keyboarding and answering the telephone. Because secretaries and administrative assistants do less dictation
and word processing, they now have time to support more members of the executive staff. In a number of organizations, secretaries and administrative assistants work in teams to work flexibly and share their expertise.
Many secretaries and administrative assistants now provide training and orientation for new staff, conduct research on the Internet, and operate and troubleshoot new office technologies.
Specific job duties vary with experience and titles. Executive secretaries and administrative assistants provide high-level administrative support for an office and for top executives of an organization. Generally, they perform fewer clerical tasks than do secretaries and more information
management. In addition to arranging conference calls and supervising other clerical staff, they may handle more complex responsibilities such as reviewing incoming memos, submissions, and reports in order to determine their significance and to plan for their distribution. They also prepare agendas and make
arrangements for meetings of committees and executive boards. They also may conduct research and prepare statistical reports.
Some secretaries and administrative assistants, such as legal and medical secretaries, perform highly specialized work requiring knowledge of technical terminology and procedures. For instance, legal secretaries prepare correspondence and legal papers such as summonses, complaints, motions,
responses, and subpoenas under the supervision of an attorney or a paralegal. They also may review legal journals and assist with legal research—for example, by verifying quotes and citations in legal briefs. Additionally, legal secretaries often teach newly minted lawyers how to prepare documents for submission to the
courts. Medical secretaries transcribe dictation, prepare correspondence, and assist physicians or medical scientists with reports, speeches, articles, and conference proceedings. They also record simple medical histories, arrange for patients to be hospitalized, and order supplies. Most medical secretaries need to be
familiar with insurance rules, billing practices, and hospital or laboratory procedures. Other technical secretaries who assist engineers or scientists may prepare correspondence, maintain their organization’s technical library, and gather and edit materials for scientific papers.
Secretaries employed in elementary schools and high schools perform important administrative functions for the school. They are responsible for handling most of the communications between parents, the community, and teachers and administrators who work at the school. As such, they are required
to know details about registering students, immunizations, and bus schedules, for example. They schedule appointments, keep track of students’ academic records, and make room assignments for classes. Those who work directly for principals screen inquiries from parents and handle those matters not needing a principal’s
attention. They also may set a principal’s calendar to help set her or his priorities for the day.
Work environment. Secretaries and administrative assistants usually work in schools, hospitals, corporate settings, government agencies, or legal and medical offices. Their jobs often involve sitting for long periods. If they spend a lot of time keyboarding, particularly at a computer monitor,
they may encounter problems of eyestrain, stress, and repetitive motion ailments such as carpal tunnel syndrome.
Almost one-fifth of secretaries work part time and many others work in temporary positions. A few participate in job-sharing arrangements, in which two people divide responsibility for a single job. The majority of secretaries and administrative assistants, however, are full-time employees who
work a standard 40-hour week.
Training, Other Qualifications, and Advancement
Word processing, writing, and communication skills are essential for all secretaries and administrative assistants. However, employers increasingly require extensive knowledge of software applications, such as desktop publishing, project management, spreadsheets, and database management.
Education and training. High school graduates who have basic office skills may qualify for entry-level secretarial positions. They can acquire these skills in various ways. Training ranges from high school vocational education programs that teach office skills and typing to 1- and 2-year
programs in office administration offered by business and vocational-technical schools, and community colleges. Many temporary placement agencies also provide formal training in computer and office skills. Most medical and legal secretaries must go through specialized training programs that teach them the language of
the industry.
Employers of executive secretaries increasingly are seeking candidates with a college degree, as these secretaries work closely with top executives. A degree related to the business or industry in which a person is seeking employment may provide the job seeker with an advantage in the
application process.
Most secretaries and administrative assistants, once hired, tend to acquire more advanced skills through on-the-job instruction by other employees or by equipment and software vendors. Others may attend classes or participate in online education to learn how to operate new office technologies,
such as information storage systems, scanners, or new updated software packages. As office automation continues to evolve, retraining and continuing education will remain integral parts of secretarial jobs.
Other qualifications. Secretaries and administrative assistants should be proficient in typing and good at spelling, punctuation, grammar, and oral communication. Employers also look for good customer service and interpersonal skills because secretaries and administrative assistants must be
tactful in their dealings with people. Discretion, good judgment, organizational or management ability, initiative, and the ability to work independently are especially important for higher-level administrative positions. Changes in the office environment have increased the demand for secretaries and administrative
assistants who are adaptable and versatile.
Certification and advancement. Testing and certification for proficiency in office skills are available through organizations such as the International Association of Administrative Professionals; National Association of Legal Secretaries (NALS), Inc.; and Legal Secretaries International, Inc.
As secretaries and administrative assistants gain experience, they can earn several different designations. Prominent designations include the Certified Professional Secretary (CPS) and the Certified Administrative Professional (CAP), which can be earned by meeting certain experience or educational requirements and
passing an examination. Similarly, those with 1 year of experience in the legal field, or who have concluded an approved training course and who want to be certified as a legal support professional, can acquire the Accredited Legal Secretary (ALS) designation through a testing process administered by NALS.
NALS offers two additional designations: Professional Legal Secretary (PLS), considered an advanced certification for legal support professionals, and a designation for proficiency as a paralegal. Legal Secretaries International confers the Certified Legal Secretary Specialist (CLSS) designation
in areas such as intellectual property, criminal law, civil litigation, probate, and business law to those who have 5 years of legal experience and pass an examination. In some instances, certain requirements may be waived.
Secretaries and administrative assistants generally advance by being promoted to other administrative positions with more responsibilities. Qualified administrative assistants who broaden their knowledge of a company’s operations and enhance their skills may be promoted to senior or executive
secretary or administrative assistant, clerical supervisor, or office manager. Secretaries with word processing or data entry experience can advance to jobs as word processing or data entry trainers, supervisors, or managers within their own firms or in a secretarial, word processing, or data entry service bureau.
Secretarial and administrative support experience also can lead to jobs such as instructor or sales representative with manufacturers of software or computer equipment. With additional training, many legal secretaries become paralegals.
Source: Occupational Outlook Handbook |
