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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

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

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

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

Telecommunications
- Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications 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.
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.
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.
Sociology and Anthropology
- Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures, and their history and origins.
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.
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.
Fine Arts
- Knowledge of the theory and techniques required to compose, produce, and perform works of music, dance, visual arts, drama, and sculpture.
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.
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.
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.
Transportation
- Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.
Mathematics
- Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
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.
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.
Law and Government
- Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
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.
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.
Biology
- Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.
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.
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.
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.

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:

Attention to Detail
Integrity
Cooperation
Dependability
Concern for Others
Self Control

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

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

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