Virtual Secretarial and Assistant Duties
Secretaries perform several office tasks within one job. They do word processing and data entry. They may take shorthand. Secretaries also file papers, answer telephones, schedule appointments, and handle mail for their employers. Secretaries are employed by business, professional, government, and nonprofit organizations.
The exact nature of the work varies widely from job to job. Secretaries in small firms may spend most of their time dealing with the mail and answering the phone. In a very small organization, one secretary may be responsible for all office functions.
In the past, every middle manager in a large corporation would have a secretary working for him or her. Office automation has eliminated many secretarial jobs. Managers now use e-mail to send and receive correspondences, and they get their phone messages through voice mail. There is less paper to file because so much information is stored on computers.
In most modern, automated offices, one secretary provides services for several managers. Those who work for only one or two managers are usually given additional responsibilities. They may be given tasks that formerly were done by administrators. The tasks vary with the type of office and the special skills of the secretary. A secretary to a human resources director might administer and score tests or check applicants' references. A secretary to an advertising manager might check copy for printing errors and layout. In some offices experienced secretaries are given the same responsibilities as administrative assistants.
Large organizations may have five or more levels of secretaries. Those at the top level are usually called executive secretaries. Those at the middle level may be called senior secretaries or administrative secretaries, but the titles vary from one organization to another. Secretary is sometimes an entry-level title. Inexperienced secretaries may start out by working in a group. Middle- or senior-level secretaries often teach newcomers how to use the company's computer equipment and programs. If the equipment changes, they may help to retrain other office workers.
In any office, experienced secretaries may be given a great deal of responsibility. They may order supplies, schedule meetings, handle petty cash, and make travel arrangements. Some secretaries perform supervisory duties or act as office managers.
Many secretaries specialize in one type of office work. For instance, legal secretaries are familiar with the terms and procedures used by lawyers. Medical secretaries work in doctors' offices, hospitals, and other places where a knowledge of medical terms is
essential. Bilingual secretaries work for the government and for other organizations that maintain contact and exchange letters with offices abroad.
Some responsibilities may include:
Take and transcribe minutes of Board and Committee meetings.
Type and word process documents as needed.
Assume receptionist duties, greet public and refer them to appropriate staff members, answer phone, route calls, and take messages.
Assist staff with administrative duties as requested.
Distribute incoming mail and prepare outgoing mail including bulk mail.
Maintain lobby and front desk area keeping it clean and free from clutter.
Assume dispatch duties as necessary.
Oversee database management for quality assurance.
Coordinate travel and lodging accommodations for staff, as requested.
Order office supplies and monitor supply inventory.
Update and maintain mailing lists.
Produce mailing labels and reports as requested.
Copy, assemble and mail Board packets, or other documents, and/or literature.
Other duties as assigned.
From human resources.com and careers.com
.
.
Secretaries perform several office tasks within one job. They do word processing and data entry. They may take shorthand. Secretaries also file papers, answer telephones, schedule appointments, and handle mail for their employers. Secretaries are employed by business, professional, government, and nonprofit organizations.
The exact nature of the work varies widely from job to job. Secretaries in small firms may spend most of their time dealing with the mail and answering the phone. In a very small organization, one secretary may be responsible for all office functions.
In the past, every middle manager in a large corporation would have a secretary working for him or her. Office automation has eliminated many secretarial jobs. Managers now use e-mail to send and receive correspondences, and they get their phone messages through voice mail. There is less paper to file because so much information is stored on computers.
In most modern, automated offices, one secretary provides services for several managers. Those who work for only one or two managers are usually given additional responsibilities. They may be given tasks that formerly were done by administrators. The tasks vary with the type of office and the special skills of the secretary. A secretary to a human resources director might administer and score tests or check applicants' references. A secretary to an advertising manager might check copy for printing errors and layout. In some offices experienced secretaries are given the same responsibilities as administrative assistants.
Large organizations may have five or more levels of secretaries. Those at the top level are usually called executive secretaries. Those at the middle level may be called senior secretaries or administrative secretaries, but the titles vary from one organization to another. Secretary is sometimes an entry-level title. Inexperienced secretaries may start out by working in a group. Middle- or senior-level secretaries often teach newcomers how to use the company's computer equipment and programs. If the equipment changes, they may help to retrain other office workers.
In any office, experienced secretaries may be given a great deal of responsibility. They may order supplies, schedule meetings, handle petty cash, and make travel arrangements. Some secretaries perform supervisory duties or act as office managers.
Many secretaries specialize in one type of office work. For instance, legal secretaries are familiar with the terms and procedures used by lawyers. Medical secretaries work in doctors' offices, hospitals, and other places where a knowledge of medical terms is
essential. Bilingual secretaries work for the government and for other organizations that maintain contact and exchange letters with offices abroad.
Some responsibilities may include:
Take and transcribe minutes of Board and Committee meetings.
Type and word process documents as needed.
Assume receptionist duties, greet public and refer them to appropriate staff members, answer phone, route calls, and take messages.
Assist staff with administrative duties as requested.
Distribute incoming mail and prepare outgoing mail including bulk mail.
Maintain lobby and front desk area keeping it clean and free from clutter.
Assume dispatch duties as necessary.
Oversee database management for quality assurance.
Coordinate travel and lodging accommodations for staff, as requested.
Order office supplies and monitor supply inventory.
Update and maintain mailing lists.
Produce mailing labels and reports as requested.
Copy, assemble and mail Board packets, or other documents, and/or literature.
Other duties as assigned.
From human resources.com and careers.com
.
.
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