Job Description, Daily Responsibilities, and Work Life
Secretaries
Secretaries perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
Table of Contents
Job Description
Secretaries perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. They also answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Other tasks include:
- 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.
- Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
- 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.
- Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
We asked Secretaries how satisfied they are with their job. Here is what they said.
70%
57%
70% of them said they were satisfied with their job and 57% said they find that their job makes the world a better place or helps to make someone else’s life better.
Typical Day At Work
On a daily basis, Secretaries open, read, route, and distribute incoming mail or other materials and answer routine letters. They establish work procedures or schedules and keep track of the daily work of clerical staff.
A typical day for a Secretary and Administrative Assistant will also include:
- Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
- Make copies of correspondence or other printed material.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Use computers for various applications, such as database management or word processing.
- Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
We asked some Secretaries a few questions to find out what else does their work day look like. Here is what we found.
Do you have telephone conversations everyday in this job? | 91% said yes | |
How important is it to work in a team in this job? | 53% said very important | |
Do you have group discussions everyday in this job? | 82% said yes | |
Do you talk or work with customers everyday in this job? | 43% said yes | |
Do you have to deal with angry customers everyday in this job? | 12% said yes | |
Do you have to make decisions everyday in this job? | 46% said yes |
Other responsibilities
Besides their typical day, Secretaries also take dictation in shorthand or by machine and transcribe information. They may also prepare and mail checks.
On a weekly to monthly basis, Secretaries Order and dispense supplies. They might also 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.
In addition, they Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
Although specific duties may vary, many of them Manage projects or contribute to committee or team work.
To some Secretaries, it is also their responsibility to Train and assist staff with computer usage.
Working life
Standard 40 hour work week
Regular schedule like a 9 to 5
In a typical work week as a Secretary and Administrative Assistant, you can expect to work 40 hour work week.
Is this right for me
The Organizers and The Entrepreneurs
People who are suitable for this job tends to like following set procedures and routines. They like working with data and details more than with ideas..
They also like starting up and carrying out projects. They like leading people and making many decisions. Sometimes they require risk taking and often deal with business.
You can read more about these career personality types here.
Learn more about Secretaries
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