Administrative Secretary Job Description

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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Requirements & Skills 1

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.

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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.

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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.

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Job summary 5

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

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Job summary 6

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

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Requirements & Skills 6

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.

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Job summary 8

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

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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.

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Requirements & Skills 9

Job summary 10

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

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Requirements & Skills 10

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.

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