Administrative Secretary Job Description

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Administrative Secretary Job Description

Job descriptions
Administration and Office Support

Job summary 1

Under direct supervision, the Administrative Secretary performs secretarial duties such as typing routine correspondence and forms, maintaining files, distributing mail, and so forth. Work is planned and checked by the supervisor. Uses discretion and judgment when screening visitors and telephone calls, making necessary grammatical or spelling changes in correspondence, and organizing own workload to meet established priorities.

Duties & Responsibilities 1

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Types memos, correspondence, reports, and various routine forms, and makes changes in grammar, punctuation, or spelling as needed. Organizes workload to comply with deadlines and established priorities.
Maintains non-complex departmental record keeping and filing systems, including records related to personnel, payroll, attendance, work and purchase orders, and so forth.
Receives and screens visitors and telephone calls, and notifies appropriate personnel or records messages. Responds to general inquiries concerning department/unit activities and operations by relating to established policies and procedures.
Maintains department calendar. Schedules meetings and appointments. Makes routine travel or conference arrangements as necessary.
Opens, sorts, records, and distributes mail.
Posts information to records and logs maintains established files and prepares various ad-hoc reports according to directions from the supervisor.
- Performs related general office duties, such as monitoring and ordering standard supplies, operating office copier, collating and assembling documents, accepting and delivering interdepartmental correspondence, and so forth.
- May be responsible for performing duties such as typing patient-related documents, gathering information from patients to relate to physicians, maintaining patient files, and scheduling patients for surgery, tests, and appointments.
- Performs other related duties as assigned or requested.

Requirements & Skills 1

Requires a high school diploma or G.E.D. equivalent.
One (1) year of experience within an office setting preferred.
Literacy and experience working with Microsoft Software Programs are required.
- Previous experience scheduling appointments/maintaining calendars preferred.
- Interpersonal skills are necessary to communicate effectively with callers and visitors and provide information requiring ordinary courtesy and tact.
- Ability to distribute departmental mail and other materials.

Job summary 2

To ensure success as an Administrative Secretary, you should possess excellent communication skills and demonstrable experience in a secretarial role. Outstanding Administrative Secretaries are highly organized in performing a wide array of administrative duties.

Duties & Responsibilities 2

Requirements & Skills 2

Job summary 3

Administrative Secretary is the entry-level class of the confidential Administrative Secretarial series. Incumbents in these positions provide clerical, secretarial, and administrative assistance to an assigned district administrator or designated administrative assistant.

Duties & Responsibilities 3

Requirements & Skills 3

High School diploma or equivalent.
Three years of increasingly responsible complex clerical or secretarial experience.

Job summary 4

Under general direction, an Administrative Secretary coordinates, monitors, and supports various areas of responsibility in the department including but not limited to scheduling, communication, and organization. Serves as liaison between the Department Director and parents, community, school staff, and school and district administration in all clerical matters.

Duties & Responsibilities 4

Requirements & Skills 4

High School Diploma or GED required.
Three (3) years of increasingly responsible administrative support experience involving frequent contact with the public.
Obtain and maintain a valid Arizona Identity Verified Prints (IVP) Fingerprint Clearance Card (AZ IVP FPCC).

Job summary 5

An Administrative Secretary performs various administrative duties, including answering phones, handling correspondence, and scheduling appointments.

Duties & Responsibilities 5

Requirements & Skills 5

High School diploma and three years of secretarial experience or equivalent combination of education and experience required. Computer experience in word processing, spreadsheets, graphics, and database software is required. Experience with an EHR is a plus.

Job summary 6

The Administrative Secretary gathers and organizes surgical patient data, preparation of charts, collection of statistical data, and completes general clerical duties.

Duties & Responsibilities 6

Requirements & Skills 6

High School diploma or equivalent.
Minimum 1 year in a hospital setting or equivalent.
- Typing and basic computer skills are a must.
- A high degree of dexterity to produce materials on a PC/word processor, normal or corrected vision, and ability to tolerate extensive sitting and frequent walking to other parts of the campus.
- Lifting or carrying of up to 25 pounds.

Job summary 7

Under general supervision, the Administrative Secretary performs a variety of administrative and office support activities that require independent judgment in support of the operation of a sizable unit or department. Performs related duties as required.

Duties & Responsibilities 7

Responds to more complicated inquiries or requests for information or determines which requests should be handled by another staff member.
Analyzes records and prepares, and submits reports.
Utilizing a personal computer prepares more complicated documents or reports and prepares various complex spreadsheets.
Assists supervisor in budget preparation by analyzing budget records from the previous year, recognizing and recommending needed changes in specific areas.
Establishes methods and procedures for filing and record maintenance.
Assigns tasks and coordinates clerical staff to complete assignments.
- Examines payrolls prepared by others for accuracy before submission.
- Directs the maintenance of central files of correspondence, records, reports, vouchers, etc.
- Maintains the inventory of large and varied supplies by issuing and insuring the filling of requisitions and/or purchase orders.

Requirements & Skills 7

Completion of two academic years of study at an accredited college, university, or business school supplemented by two years of secretarial/administrative assistant experience in an office environment; or an equivalent combination of training and experience.
Knowledge of rules of English, grammar, punctuation, and spelling.
Knowledge of office methods and procedures.
Skill in organizing and prioritizing work for self and/or others.
Ability to organize and maintain records.
- Ability to communicate effectively with park employees and the public.
- Ability to effectively supervise the work of others.
- Ability to work on a personal computer with good knowledge of Microsoft Word and Excel.

Job summary 8

The Administrative Secretary provides administrative support to an Administrator within the district.

Duties & Responsibilities 8

Develops and implements procedures, protocols, and processes within the department or unit.
Provides secretarial support such as preparing correspondence and other written documents, receives phone calls, answers questions, and routes messages; schedules and prepares for meetings, processes mail, schedules appointments, and keeps calendar.
Prepares reports, maintains records, coordinates departmental activities, analyzes financial or project data, and makes recommendations.
- Organizes and completes special projects as assigned.
- Assists in the preparation of the budget and maintains budget records throughout the year. Maintains, submits, and receives purchase orders and invoices.
- Performs other duties as assigned.

Requirements & Skills 8

Job summary 9

The Administrative Secretary performs a wide variety of secretarial and problem-solving duties of a confidential nature for senior management staff. Receives general instructions, sets priorities, and can complete project work.

Duties & Responsibilities 9

Requirements & Skills 9

High school diploma plus three years of secretarial experience or equivalent combination of education and experience required
Computer experience in word processing, spreadsheets, graphics, and database software is required (i.e. Word, Excel, Publisher, Access, PowerPoint)
Ability to learn additional software programs as needed.

Job summary 10

The Administrative Secretary provides primary secretarial and administrative support for a Dean or a Director-level manager.

Duties & Responsibilities 10

Requirements & Skills 10

Specifically assigned program areas such as procedures, laws, policies, and regulations.
Telephone techniques and etiquette.
Operation of a computer terminal and data entry techniques.
Oral and written communication skills.
Principles of training and providing work direction.
Basic budgeting practices regarding monitoring and control.
- Correct English usage, grammar, spelling, punctuation, and vocabulary.
- Modern office practices, procedures, and equipment.
- Record-keeping techniques.

Frequently asked questions

What does an administrative secretary do?

An administrative secretary is responsible for providing administrative support to an individual or a team of executives within an organization. Some of the key duties and responsibilities of an administrative secretary may include:

Managing schedules: The administrative secretary is responsible for managing the schedule of the executives they support, scheduling meetings, appointments, and travel arrangements.

Coordinating communication: The administrative secretary manages incoming and outgoing communication for the executives they support, including emails, phone calls, and other forms of correspondence.

Document preparation: The administrative secretary prepares documents, presentations, and reports for the executives they support, using software such as Microsoft Office or Google Suite.

Filing and record-keeping: The administrative secretary maintains accurate records and files, including contracts, legal documents, and other important paperwork.

Customer service: The administrative secretary may also be responsible for responding to customer inquiries, directing calls to appropriate personnel, and resolving issues as needed.

Office management: The administrative secretary may be responsible for managing the office, ordering supplies, coordinating maintenance and repairs, and ensuring a comfortable and efficient work environment.

Other duties: Depending on the organization and the needs of the executives they support, administrative secretaries may also be responsible for conducting research, organizing events, and handling other tasks as needed.

Overall, the role of an administrative secretary is critical in supporting the day-to-day operations of an organization and ensuring that executives can focus on their core responsibilities. Effective administrative secretaries are highly organized, detail-oriented, and able to work well under pressure. They should also have excellent communication and interpersonal skills, as well as proficiency in a range of office software and technology.

What are the skills of an administrative secretary?

An administrative secretary typically performs various administrative tasks and provides support to an organization or individual. Some of the essential skills of an administrative secretary may include:

Organizational skills: Administrative secretaries need to be organized and detail-oriented to manage files, schedules, and various other administrative tasks effectively.

Communication skills: They should have excellent communication skills to interact with clients, colleagues, and senior executives.

Time management skills: Administrative secretaries should be able to prioritize tasks and manage their time effectively to meet deadlines.

Technical skills: Proficiency in using software such as Microsoft Office, email, and other digital tools is necessary.

Writing skills: They should be able to write clear and concise reports, memos, and other documents.

Customer service skills: Administrative secretaries should be able to provide exceptional customer service and be empathetic to the needs of clients.

Multitasking skills: They should be able to handle multiple tasks simultaneously and switch between them efficiently.

Attention to detail: Administrative secretaries should have a high level of attention to detail to ensure accuracy in their work.

Confidentiality: They should be able to maintain confidentiality and handle sensitive information with discretion.

Problem-solving skills: Administrative secretaries should be able to identify problems and come up with solutions.

Olivia Powell
Recruiting expert

Last updated Sep 25

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Frequently asked questions

What does an administrative secretary do?

What are the skills of an administrative secretary?

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