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"Secretary, Except Legal, Medical, and Executive"

Job Description - Part 1

Basic Job Description:

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

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Duties / Tasks	Activities	Skills	Abilities	Knowledge / Experience

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Job Duties and Tasks for: "Secretary, Except Legal, Medical, and Executive"

1) Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

2) Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

3) Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.

4) Set up and maintain paper and electronic filing systems for records, correspondence, and other material.

5) Locate and attach appropriate files to incoming correspondence requiring replies.

6) Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.

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7) Complete forms in accordance with company procedures.

8) Make copies of correspondence and other printed material.

9) Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

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10) Compose, type, and distribute meeting notes, routine correspondence, and reports.

11) Learn to operate new office technologies as they are developed and implemented.

12) Maintain scheduling and event calendars.

13) Schedule and confirm appointments for clients, customers, or supervisors.

14) Manage projects, and contribute to committee and team work.

15) Mail newsletters, promotional material, and other information.

16) Order and dispense supplies.

17) Conduct searches to find needed information, using such sources as the Internet.

18) Provide services to customers, such as order placement and account information.

19) Collect and disburse funds from cash accounts, and keep records of collections and disbursements.

20) Prepare and mail checks.

21) Establish work procedures and schedules, and keep track of the daily work of clerical staff.

22) Coordinate conferences and meetings.

23) Take dictation in shorthand or by machine, and transcribe information.

24) Arrange conferences, meetings, and travel reservations for office personnel.

25) Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.

26) Supervise other clerical staff, and provide training and orientation to new staff.