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Candidate Info
years in workforce
years at this job
Secretary
Prepared and organized paperwork and other materials as needed for meetings, new hires and expense reports.
- Maintain office scheduling and event calendars
- Composed, typed, distributed daily reports and routine correspondences.
- Collected and coordinated the flow of internal and external information
- Managed office equipment and office space
- Established the administrative work procedures for tracking staffs daily tasks
Candidate Info
years in workforce
years at this job
Medical Office Management
Secretary
Reviewed invoices, calculated the cost of materials and updated payroll and expense reports
- Placed orders and corresponded with vendors to regulate inventory
- Planned and scheduled project timelines while managing project budgets and equipment
- Developed and presented progress reports
- Performed various administrative duties such as: operating phone systems, faxing, copying, printing, scanning, and mailing
Candidate Info
years in workforce
years at this job
School Secretary
Front office management, payroll, personnel, budget, work schedules, classroom schedules.
- Scheduled all parent conferences, playground and classroom aides schedules, formulated early release, rainy day and/or hot day schedules, planned all field trips including arranging for reservations and transportation and payment to venue.
- Maintained budget including classified staff salary, supply and state and federal grant monies.
- Processed payroll and distributed paychecks.
- Recruited, interviewed and hired classified staff and processed all paperwork for classified and certificated staff's hiring, resignations, salary and tuition reimbursement, leaves of absence, contracts and funding changes. Maintained personnel records.
- Inventoried and ordered supplies, processed purchase orders and requisitions.
Candidate Info
years in workforce
years at this job
Ms Office 2010 - Word, Powerpoint
Secretary
Partnered with computer training managers for various tasks related to in-house computer classes for administrative employees, such as registration and enrollment confirmations, preparation, assembly and distribution of curriculum materials.
- Executed data entry and maintenance for computer hardware and software requisition tracking, which ensured adequate inventory throughout the organization
- Typed various correspondence, reports and other written material from rough drafts, corrected copies, dictated notes and other source material, and completed forms in accordance with company procedures and policies
- Set up and managed paper and electronic filing systems, managed incoming and outgoing mail, answered telephones, directed calls and took messages, and routed various documents throughout the office
- Assisted technology directors with gathering information from contracted consulting agencies for specialized recruitment related to technical projects
- Provided office coverage backup for Senior Secretary to the Chief Technology Officer
Candidate Info
years in workforce
years at this job
Legal Secretary
Prepared correspondence, memoranda and other legal documents from written and oral drafts, standard correspondence and other documents. Transcribed dictation.
Proofread pleadings and discovery documents.
- Performed diary/time entries for attorneys. Proofread same for accuracy.
- Managed calendars for multiple attorneys.
- Reviewed legal bills and prepared cover letters for bills sent to clients.
- Handled travel arrangements and expense reports for multiple attorneys.
- Performed miscellaneous filing and clerical tasks.
- Coordinated the Labor and Employment Group Annual Client Seminar for approximately 200 client representatives.
Candidate Info
years in workforce
years at this job
Medical Clerical
Medical Administrative Assistant
Criminal Justice
Secretary - Chief of Naval Operations
Provided administrative support to the Director, Deputy Director and 17 action officers.
- Maintained Director and Deputy calendars and arranged meetings with other officials.
- Organized and maintained incoming and outgoing correspondence files.
- Stored or disposed of files in accordance to Navy guidelines.
Candidate Info
years in workforce
years at this job
Communication
Executive Secretary
Administrative support for two Directors, four Mangers and eleven MIS Specialists.
- Assisted Vice-President of Finance as needed.
- Prepared invoices/billing for the contractors.
- Handled IBM contracts on a monthly basis.
- Coordinated all travel for the department.
- Maintained calendars for the directors.
- Arranged meetings/conference calls as needed.
Candidate Info
years in workforce
years at this job
Psychology
Legal Secretary
Legal Secretary to Four Associates
- Revised briefs and compared documents using workshare
- Updated client contact information using Apex
- Entered attorney times using Carpe Diem, prepared expense reimbursements for attorney, assisted with travel arrangements
- Prepared correspondence, answered and screened attorneys' calls
- Provided backup secretarial support to other lawyers on team
Candidate Info
years in workforce
year at this job
High School Diploma
Administrative Secretary
Used computers for various applications, such as database management or word processing.
- Answered telephones and give information to callers, took messages, or transferred calls to appropriate individuals.
- Created, maintained, and entered information into databases.
- Set up and managed paper or electronic filing systems, recorded information, updated paperwork, or maintained documents, such as attendance records, correspondence, or other material.
Candidate Info
years in workforce
years at this job
High School Diploma
Unit Secretary
Served as a point of contact for the nursing unit and coordinated patient services by scheduling tests, treatments, and consultations
- Performed clerical duties including maintenance and organization of patient records, as well as breakdown of medical charts for record keeping
- Maintained and updated patient health information
- Transcribed charge nurse and attending physicians' medical orders and notes
Candidate Info
years in workforce
years at this job
Business Management/accounting
Substitute Secretary
Organized and maintained an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the school.
- Maintained attendance data for each staff member, recording attendance, absences, substitutes, and other required information.
- Prepared attendance reports, coordinated with payroll data, as required.
- Acted as a receptionist, greeting visitors, answering telephone calls in a pleasant and efficient manner.
- Created forms, compiled and organized data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Administrator's or designee's responsibilities. Completed all required monthly and year-end reports in a timely fashion.
Candidate Info
years in workforce
months at this job
Associate of Science
Secretary
Called parents in regards to absent, sick, or injured children. Follow-up phone calls for approved
registration.
- Scheduled and created Monthly Calendar
- Monthly statistics that required the daily attendance of all students, and other programs.
- Compiled applications and registration packets for local elementary and middle schools.
- Created memos, flyers, and financial notices with Excel, Word, Publisher, and PowerPoint.
Candidate Info
years in workforce
years at this job
Legal Secretary
Provide and manage all secretarial and administrative tasks for one busy partner and one busy senior real estate associate.
- Revision of large documents, proofing, redlining, photocopying, filing, backs, real estate forms, closings.
- Track and account for all expenses for reimbursement, utilizing correct client codes and invoicing procedures; responsible for providing checks to vendors for payment of services
- Responsible for all travel arrangements (heavy); scheduling of conferences both in-house and outside of the firm; heavy client contact; heavy phones.
- Sent monthly mailings; produced revenue by inputting attorney time entry.
- Gladly assisted other secretaries with work when necessary.
Candidate Info
years in workforce
years at this job
Court Reporting
Senior Secretary/assistant
Interacted with high level principals, directors, senior officers and high profile clients to establish strong relationships; screened and routed sensitive information in a professional manner
- Entrusted to manage partner's office when absent; provided timely responses to inquiries and screened incoming telephone calls
- Scheduled travel arrangements, meetings and conference calls for senior partner, consistently maintaining strict confidentiality and sound judgment
- Organized and scheduled meetings including ordering specific office equipment, ordering catering and submitting attendance records to security
- Dynamic interpersonal communication abilities allowing for personal interaction with clients and office associates on various legal matters
- Worked with accounting department and attorney to ensure all complex client billing was accurate to ensure clients resolved outstanding bills in a timely manner
- Assisted secretaries and summer associates on firm software and procedures, coaching them to develop their confidence and understanding
- Prepared speeches and presentations, transcribing and organizing information for use at several action committees
Candidate Info
years in workforce
years at this job
Secretary
Recorded and filed patient data and medical records.
- Scheduled surgeries and procedures in conjunction with Surgical Coordinator
- Maintained an organized logging system for tracking results
- Retrieved physician correspondence from dictation service and made edits when necessary
- Schedule patients appointments
- Maintained the front desk and reception area in a neat organized fashion
- Made copies, sent faxes and handled all incoming and outgoing correspondence
Top Secretary
Resume Templates
Administrative Secretary Duties and Responsibilities
In order to ensure that the office in which they work runs smoothly and efficiently, Administrative Secretaries perform a wide array of tasks. We analyzed multiple online job postings to identify the following key duties and responsibilities.
Data Entry Due to the sheer amount of data that Administrative Secretaries handle, data entry is a significant part of their job. When entering data, whether it's financial or personnel-related, Administrative Secretaries must be quick, discreet and accurate.
Handle Correspondence Just like a normal Secretary, Administrative Secretaries must screen, answer and forward telephone calls, as well as other forms of correspondence. They are in charge of transferring callers to the appropriate member of staff, as well as ensuring that only relevant calls go through.
Process and File Documents From patient records to budget sheets, Administrative Secretaries will often find themselves in charge of a variety of important documents. Because of this, Administrative Secretaries are responsible for ensuring that each document they receive is properly processed and filed. This can include word processing, typing, editing or formatting documents in an organized fashion.
Monitor Supplies Often, Administrative Secretaries will be charged with monitoring the number of office supplies available in their office, as well as ordering replacement supplies as necessary. This can involve taking inventory, keeping records of supplies purchased and purchasing new supplies.
Respond to Customers/Public To relieve their manager or department head of administrative responsibilities, Administrative Secretaries will frequently serve as a liaison between customers and the company. This involves handling customer complaints, redirecting customers to the appropriate department, scheduling meetings with customers and recording customer queries.
Administrative Secretary Skills
Successfully Administrative Secretaries are energetic, detail-oriented individuals who are just as adept at interpersonal interactions as they are at processing and analyzing data. They possess a high degree of professionalism, and never fail to be as courteous and confidential as possible. In addition to these general skills and personality traits, employers are seeking Administrative Secretaries with the following skills and qualifications.- Communication skills - Whether they're responding to customer complaints, explaining data to colleagues or making strategic plans with company higher-ups, it's crucial that Administrative Secretaries have excellent written and verbal communication skills.
- Computer proficiency - Due to their need to regularly enter data and process documents, Administrative Secretaries must be able to use computers and type quickly. In some cases, they will need to be able to type a certain number of words per minute.
- Customer service skills - Given that Administrative Secretaries will be required to deal with a great number of customers on a regular basis, it's crucial that they have excellent customer service skills.
- Attention to detail - Administrative Secretaries will frequently need to schedule meetings, arrange conference calls and modify schedules. As such, they must have a high level of attention to detail.
- Organizational skills - Administrative Secretaries will be charged with handling large amounts of documents and information on a daily basis. Because of this, it's important that they remain highly organized at all times.
- Financial skills - No matter which industry they work in, it's likely that Administrative Secretaries will be required to handle or create financial documents, from budget sheets to expense reports. Thus, they must possess at least a basic knowledge of financial documentation and principals.
Administrative Secretary Salary
According to the Bureau of Labor Statistics, Executive Secretaries and Executive Administrative Assistants (which includes Administrative Secretaries) make a median annual salary of $55,860. The lowest paid earn $34,880 per year, while the highest paid earn $83,070 per year. Administrative Secretaries in New York, Connecticut and the District of Columbia enjoy the highest median annual salary in the United States, earning $69,940, $68,400 and $66,080 per year respectively.
Additional Administrative Secretary Resources
We compiled this list of resources to help you continue exploring your career as an Administrative Secretary.
Administrative Assistant Office Professionals (All Levels) - With over 180,000 members, this LinkedIn group is a great place to connect with other administrative professionals.
Executive Secretary Magazine - This group is moderated by the folks behind the global publication Executive Secretary Magazine. Here, share tips, ask questions and trade stories with more than 40,000 other Administrative Secretaries.
The Association of Executive and Administrative Professionals - From discussion forums to job boards to newsletters, this professional association offers its members an array of benefits.
Administrative Assistant's and Secretary's Handbook - Whether you're a beginner or a seasoned professional, this handbook can serves as an invaluable reference guide for all the tasks involved with being an Administrative Secretary.
