Secretaries

Career summary

Secretaries may also be called administrative assistants.

Secretaries work in all types of firms and organizations. Common tasks include:

• Answering phones
• Organizing files
• Perform payroll functions
• Scheduling appointments
• Supporting staff

Secretaries organize and use paper and computer files. They use computer software to create spreadsheets, manage projects, and produce documents.

Secretaries sometimes take notes at meetings. They often compose letters and e-mail correspondence. In some offices, they place orders for supplies and keep track of orders.

They may conduct research on the Internet and write reports of their findings. They may also manage projects using database management software.

Secretaries use a variety of office equipment to do their work, such as:

• Fax machines
• Copiers
• Complex phone systems
• Computers

Secretaries may also arrange office equipment repairs.

Related careers

This career is part of the Business Management and Administration cluster of careers.

Related careers include:

• Executive Secretaries
• General Office Clerks
• Health Information Technicians
• Insurance Policy and Claims Clerks
• Interviewing Clerks
• Legal Secretaries
• License Clerks
• Loan Clerks
• Receptionists
• Typists and Word Processors

Military careers

• Administrative Support Specialists

Job duties

Task list

The following list of tasks is specific to secretaries.

• Provide information to callers. Transfer calls or take messages.
• Operate a variety of office equipment, such as fax machines, copiers, and telephone systems.
• Greet visitors and answer questions.
• Organize and maintain paper and computer files.
• Contact clients and provide services.
• Collect and deposit money and maintain records of accounts.
• Review and distribute incoming mail.
• Follow company procedures when creating forms.
• Prepare or produce correspondence and other documents.
• Review staff members work for compliance to company policies. Make recommendations.
• Prepare and mail checks.
• Learn to operate new office equipment.
• Maintain scheduling and event calendars.
• Schedule meetings and appointments. Make travel arrangements.
• Coordinate conferences and meetings.
• Manage projects or parts of projects, as assigned.
• Take notes in shorthand or by machine.
• Operate office e-mail systems.
• Mail newsletters, promotional material, and other information.

Common work activities

Secretaries perform the following tasks. These tasks are common to many careers.

• Use computers
• Communicate with supervisors, peers, or subordinates
• Get information needed to do the job
• Perform administrative tasks
• Organize, plan, and prioritize work
• Establish and maintain relationships
• Document and record information
• Evaluate information against standards
• Communicate with people outside the organization
• Process information
• Identify objects, actions, and events
• Make decisions and solve problems
• Monitor events, materials, and surroundings
• Assist and care for others
• Update and use job-related knowledge
• Schedule work and activities
• Think creatively

Work requirements

Working conditions

In a typical work setting, secretaries:

Interpersonal relationships

• Have a high level of social contact. They work closely with clients and managers.
• Often deal with unpleasant, angry, or discourteous clients and are sometimes placed in conflict situations.
• Communicate with clients and managers daily by telephone, e-mail, or in person. Frequently write letters and memos.
• Work in a group or as part of a team.

Physical work conditions

• Work closely with others but usually have a separate space in the office.
• Always work indoors.

Work performance

• Repeat the same physical activities, such as working at a computer and answering the phone.
• Must be highly accurate in their work so that documents are professional.
• Often make decisions that affect the reputation of the company. They consult supervisors for some decisions, but make most without talking to a supervisor.
• Must often meet strict daily and weekly deadlines.

Hours/travel

• Generally have a set schedule each week.
• May work part time or full time.
• Usually work a standard 40-hour week if employed full time.

Physical demands

Secretaries frequently:

• Sit for long periods of time.
• Repeat the same movements.

It is important for secretaries to be able to:

• See details of objects that are less than a few feet away.
• Understand the speech of another person.
• Speak clearly so listeners can understand.

It is not as important, but still necessary, for secretaries to be able to:

• See details of objects that are more than a few feet away.
• Use fingers to grasp, move, or assemble very small objects.
• Make fast, repeated movements of fingers, hands, and wrists.
• See differences between colors, shades, and brightness.
• Hold the arm and hand in one position or hold the hand steady while moving the arm.
• Use one or two hands to grasp, move, or assemble objects.

Skills and abilities

Secretaries need to:

Communicate

• Understand written information.
• Listen to others and ask questions.
• Write clearly so other people can understand.
• Understand spoken information.
• Speak clearly so listeners can understand.
• Read and understand work-related materials.

Reason and problem solve

• Follow guidelines to arrange objects or actions in a certain order.
• Notice when something is wrong or is likely to go wrong.
• Analyze ideas and use logic to determine their strengths and weaknesses.
• Combine several pieces of information and draw conclusions.
• Concentrate and not be distracted while performing a task.
• Use reasoning to discover answers to problems.
• Judge the costs and benefits of a possible action.
• Develop rules that group items in various ways.

Manage oneself, people, time, and things

• Manage the time of self and others.
• Check how well one is learning or doing something.

Work with people

• Look for ways to help people.
• Change behavior in relation to others' actions.
• Be aware of others' reactions and understand the possible causes.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Administrative Assistant and Secretarial Science
• Executive Secretarial Studies

Other programs of study to consider

• Court Reporting
• Legal Secretarial Studies
• Medical Office Support
• Medical Secretarial Studies
• Medical Transcription
• Office Support

Training

To work as a secretary, you typically need to:

• have a high school diploma or equivalent; and
• complete short-term, on-the-job training.

Education after high school

You must have at least a high school diploma to be a secretary. Some secretaries have formal training beyond high school. Many business schools, vocational schools, and community colleges offer one- and two-year programs in office administration.

You need basic office skills such as accounting, word processing, filing, and recordkeeping. In addition, you need excellent spelling, punctuation, and grammar. You also need knowledge of spreadsheet and database software. Shorthand is necessary for some jobs.

Work experience

Some people prepare for this occupation through work experience. You can work your way up through clerical jobs, learning new skills at each one. Eventually, you have enough knowledge to move into a secretarial position.

On-the-job training

New secretaries work under the guidance of experienced secretaries or office managers. You may receive training for up to one month.

Because of the fast changing nature of this field, employers often offer training in the newest office technologies and software.

Military training

Some branches of the military train people to be administrative support specialists. Training lasts six to ten weeks, depending on your specialty. Additional training occurs on the job.

Helpful high school courses

You should take a general high school curriculum that meets the state's graduation requirements. You will be required to take both math and science classes to graduate.

Helpful electives to take in high school that prepare you for this career include:

• Accounting
• Computer Applications
• Office Procedures

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups that may be available in your high school or community.

Things to know

High school graduates who have basic office skills may qualify for entry-level jobs. However, many employers require applicants to have knowledge of software applications. Employers look for applicants with good typing and grammar skills. They also look for secretaries who are tactful and have good people skills. Good judgment and the ability to organize are important for higher-level positions.

High school keyboarding and information technology classes can prepare you for entry-level jobs. Some employers prefer applicants with additional secretarial training at a college or private business school. Many employers prefer employees who can keep the information they work with confidential. Training in first aid and HIV/AIDS is helpful when applying for jobs with public schools. Some school secretary jobs also require a current state driver's license and a good driving record. Many employers in Eastern Washington look for applicants who can speak both English and Spanish.

Tips

Most employers specify that accuracy is more important than speed, both in taking dictation and keyboarding. Some employers will train people in clerical skills if the applicant shows an ability to get along with people and learn quickly. A good resume is important. Law classes may be helpful in some settings. The ability to speak and read a language besides English is helpful.

Costs to workers

Secretaries may be expected to have appropriate business clothing. In addition, they may need to enroll in classes or seminars to keep up with changes in their field. Some secretaries who wish to join a professional association or are required to join a union must pay membership dues.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

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

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

Wages vary based on the secretary's skill, experience, and level of responsibility. Wages vary by industry. They tend to be highest in transportation and public utilities. Wages are often lowest in retail trade, finance, insurance, and real estate.

Benefits vary by employer. Full-time secretaries usually receive typical benefits. These include vacation, sick leave, and health insurance. Part-time secretaries often do not receive benefits.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

Major employers:

• Schools and colleges
• Local, state, and federal government agencies
• Temporary worker agencies

National outlook

Demand for this occupation will decline. Many executive secretaries and executive administrative assistants can support more than one manager in an organization. In addition, many managers now perform work that was previously done by their executive secretaries.

Many job openings will occur as people leave the occupation. Job prospects are best for those with experience and strong computer skills.

Other resources

Association of Executive and Administrative Professionals 
900 South Washington Street, Suite G-13
Falls Church, VA 22046
703.237.8616

Careers in the Military 

International Association of Administrative Professionals 
10502 North Ambassador Drive, Suite 100
Kansas City, MO 64153
816.891.6600

Washington Business Week 
PO Box 1170
Renton, WA 98057
253.237.3545

References

Career cluster

• Business Management and Administration

Career path

• Conventional (Business Operations)

O*Net  occupation

• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive (43-6014.00) 

O*Net job zone 

• Job Zone 3 - Medium preparation needed. Previous work-related skill, knowledge, or experience is required for these occupations.

DOT occupations

• Membership Secretary (201.362-018) 
• School Secretary (201.362-022) 
• Script Supervisor (201.362-026) 
• Secretary (201.362-030) 
• Social Secretary (201.162-010) 
• Trust Operations Assistant (219.362-074) 

Strong Interest Inventory

• Administrative Assistant

Holland occupational cluster

• Conventional/Enterprising/Social

COPSystem

• Clerical