Administrative Assistant
Secretaries and Administrative Assistants, Except Legal, Medical, and Executive
43-6014.00
Median wages
$29,290
Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
- Use computers for various applications, such as database management or word processing.
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Create, maintain, and enter information into databases.
- Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
- Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
- Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
- Maintain scheduling and event calendars.
- Complete forms in accordance with company procedures.
- Schedule and confirm appointments for clients, customers, or supervisors.
- Make copies of correspondence or other printed material.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
- Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
- Open, read, route, and distribute incoming mail or other materials and answer routine letters.
- Provide services to customers, such as order placement or account information.
- Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
- Conduct searches to find needed information, using such sources as the Internet.
- Manage projects or contribute to committee or team work.
- Mail newsletters, promotional material, or other information.
- Order and dispense supplies.
- Learn to operate new office technologies as they are developed and implemented.
- Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll.
- Collect and deposit money into accounts, disburse funds from cash accounts to pay bills or invoices, keep records of collections and disbursements, and ensure accounts are balanced.
- Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
- Arrange conference, meeting, or travel reservations for office personnel.
- Establish work procedures or schedules and keep track of the daily work of clerical staff.
- Develop or maintain internal or external company Web sites.
- Prepare and mail checks.
- Supervise other clerical staff and provide training and orientation to new staff.
- Train and assist staff with computer usage.
- Prepare conference or event materials, such as flyers or invitations.
- Accounting software — Fund accounting software
; Intuit QuickBooks ; Sage 50 Accounting ; Tax software - Backup or archival software — Veritas NetBackup
- Business intelligence and data analysis software — IBM Cognos Impromptu ; Oracle Business Intelligence Enterprise Edition
- Calendar and scheduling software — Appointment scheduling software
- Customer relationship management CRM software — Blackbaud The Raiser's Edge ; Salesforce software
- Data base management system software — Apache Hadoop
- Data base reporting software — SAP Crystal Reports
- Data base user interface and query software — Blackboard ; Data entry software ; Microsoft Access ; Yardi
- Data mining software — Data warehouse software
- Desktop publishing software — Adobe Systems Adobe InDesign ; Microsoft Publisher
- Document management software — Adobe Systems Adobe Acrobat ; Filing system software
- Electronic mail software — IBM Notes ; Microsoft Exchange Server ; Microsoft Outlook
- Enterprise application integration software — IBM WebSphere
- Enterprise resource planning ERP software — IBM Maximo Asset Management; Oracle PeopleSoft ; people@work; SAP
- Enterprise system management software — IBM Power Systems software
- Financial analysis software — Delphi Technology ; Oracle E-Business Suite Financials
- Graphics or photo imaging software — Adobe Systems Adobe Illustrator ; Adobe Systems Adobe Photoshop ; Microsoft Visio
- Human resources software — ADP Workforce Now ; Human resource management software HRMS
- Information retrieval or search software — LexisNexis
- Internet browser software — Mozilla Firefox; Web browser software
- Medical software — Healthcare common procedure coding system HCPCS ; Medical condition coding software ; Medical procedure coding software ; MEDITECH software
- Office suite software — Microsoft Office
- Operating system software — Handheld computer device software ; Oracle Solaris
- Presentation software — Microsoft PowerPoint
- Project management software — Microsoft Project ; Microsoft SharePoint ; Oracle Primavera Enterprise Project Portfolio Management
- Spreadsheet software — Microsoft Excel
- Time accounting software — Timekeeping software
- Transaction security and virus protection software — McAfee ; Symantec
- Video conferencing software — Web conferencing software
- Voice recognition software — Dictation software
- Word processing software — Microsoft Word
- Writing — Communicating effectively in writing as appropriate for the needs of the audience.
- 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.
- Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
- Speaking — Talking to others to convey information effectively.
- Time Management — Managing one's own time and the time of others.
- Service Orientation — Actively looking for ways to help people.
- Coordination — Adjusting actions in relation to others' actions.
- Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
- Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.
- Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
- Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
