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Details for Secretaries, Except Legal, Medical, and Executive


Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.


  • Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
  • Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
  • Locate and attach appropriate files to incoming correspondence requiring replies.
  • Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
  • Complete forms in accordance with company procedures.
  • Make copies of correspondence and other printed material.
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
  • Compose, type, and distribute meeting notes, routine correspondence, and reports.
  • Learn to operate new office technologies as they are developed and implemented.
  • Maintain scheduling and event calendars.
  • Schedule and confirm appointments for clients, customers, or supervisors.
  • Manage projects, and contribute to committee and team work.
  • Mail newsletters, promotional material, and other information.
  • Order and dispense supplies.
  • Conduct searches to find needed information, using such sources as the Internet.
  • Provide services to customers, such as order placement and account information.
  • Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
  • Prepare and mail checks.
  • Establish work procedures and schedules, and keep track of the daily work of clerical staff.
  • Coordinate conferences and meetings.
  • Take dictation in shorthand or by machine, and transcribe information.
  • Arrange conferences, meetings, and travel reservations for office personnel.
  • Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
  • Supervise other clerical staff, and provide training and orientation to new staff.


  • Enterprising - Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
  • Conventional - Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.

Education, Training, Experience

  • Education - Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
  • Training - Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
  • Experience - Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.


  • 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.
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • 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.
  • Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.


  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Speaking - Talking to others to convey information effectively.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Related Careers

  • Billing, Cost, and Rate Clerks
  • Insurance Claims Clerks
  • Legal Secretaries
  • Loan Interviewers and Clerks
  • Municipal Clerks
  • Office Clerks, General
  • Receptionists and Information Clerks
  • Tellers
  • Word Processors and Typists
Wages for this career
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