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| Summary Job Description | Tasks | |||
| 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. | |||
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| Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. | ||||
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| Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs. | ||||
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| Set up and maintain paper and electronic filing systems for records, correspondence, and other material. | ||||
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| Locate and attach appropriate files to incoming correspondence requiring replies. | ||||
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| Open, read, route, and distribute incoming mail and other material and answer routine letters. | ||||
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| Complete forms in accordance with company procedures. | ||||
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| Make copies of correspondence and other printed material. | ||||
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| 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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| Compose, type, and distribute meeting notes, routine correspondence, and reports. | ||||
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| Learn to operate new office technologies as they are developed and implemented. | ||||
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| Maintain scheduling and event calendars. | ||||
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| Schedule and confirm appointments for clients, customers, or supervisors. | ||||
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| Manage projects and contribute to committee and team work. | ||||
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| Mail newsletters, promotional material, and other information. | ||||
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| Order and dispense supplies. | ||||
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| Conduct searches to find needed information, using such sources as the Internet. | ||||
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| Provide services to customers, such as order placement and account information. | ||||
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| Collect and disburse funds from cash accounts, and keep records of collections and disbursements. | ||||
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| Prepare and mail checks. | ||||
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| Establish work procedures and schedules and keep track of the daily work of clerical staff. | ||||
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| Coordinate conferences and meetings. | ||||
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| Take dictation in shorthand or by machine and transcribe information. | ||||
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| Arrange conferences, meetings, and travel reservations for office personnel. | ||||
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| Operate electronic mail systems and coordinate the flow of information, internally and with other organizations. | ||||
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| Supervise other clerical staff and provide training and orientation to new staff. | ||||
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CompGeo Salary Survey Benchmark Job Summary and Competencies
Secretaries, Except Legal and Medical
The Benchmark Job Description below represents the specific Position Characteristics of the job used in the Salary Survey. Benchmark Job Descriptions should be inspected carefully to review the degree of matching between an organizations' Job and the Salary Survey Benchmark. Matching internal Jobs to Salary Survey Benchmark Jobs should not be done on Job Title alone. A thorough comparison of Salary Survey Benchmark to Internal Job Descriptions is recommended. A good overlap should exist on any comparisons used on critical Job Dimensions and Competencies.- Job Description
- Knowledges
- Skills
- Abilites
- Tools and Technology
- Education and Experience
- Alternate Job Titles
- Salaries
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| Important Knowledge Competencies | Competency Description | |||
| 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. | |||
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| 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. | |||
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| English Language | Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. | |||
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| Computers and Electronics | Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming. | |||
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| 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. | |||
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| Mathematics | Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications. | |||
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| Important Skill Competencies | Competency Description | |||
| Speaking | Talking to others to convey information effectively. | |||
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| 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. | |||
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| Time Management | Managing one's own time and the time of others. | |||
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| Writing | Communicating effectively in writing as appropriate for the needs of the audience. | |||
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| Service Orientation | Actively looking for ways to help people. | |||
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| Reading Comprehension | Understanding written sentences and paragraphs in work related documents. | |||
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| Monitoring | Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action. | |||
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| Coordination | Adjusting actions in relation to others' actions. | |||
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| Social Perceptiveness | Being aware of others' reactions and understanding why they react as they do. | |||
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| Critical Thinking | Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. | |||
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| Active Learning | Understanding the implications of new information for both current and future problem-solving and decision-making. | |||
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| Judgment and Decision Making | Considering the relative costs and benefits of potential actions to choose the most appropriate one. | |||
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| Complex Problem Solving | Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions. | |||
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| Negotiation | Bringing others together and trying to reconcile differences. | |||
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| Important Ability Competencies | Competency Description | |||
| Oral Comprehension | The ability to listen to and understand information and ideas presented through spoken words and sentences. | |||
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| Oral Expression | The ability to communicate information and ideas in speaking so others will understand. | |||
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| Written Comprehension | The ability to read and understand information and ideas presented in writing. | |||
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| Speech Recognition | The ability to identify and understand the speech of another person. | |||
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| Speech Clarity | The ability to speak clearly so others can understand you. | |||
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| Information Ordering | The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations). | |||
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| Written Expression | The ability to communicate information and ideas in writing so others will understand. | |||
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| Near Vision | The ability to see details at close range (within a few feet of the observer). | |||
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| Problem Sensitivity | The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem. | |||
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| Deductive Reasoning | The ability to apply general rules to specific problems to produce answers that make sense. | |||
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| Category Flexibility | The ability to generate or use different sets of rules for combining or grouping things in different ways. | |||
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| Selective Attention | The ability to concentrate on a task over a period of time without being distracted. | |||
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| Inductive Reasoning | The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). | |||
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| Time Sharing | The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources). | |||
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| Tools/Technology Example | Product Category | |||
| Adobe Systems Adobe InDesign | Desktop publishing software | |||
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| Appointment scheduling software | Calendar and scheduling software | |||
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| Data warehouse software | Data mining software | |||
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| Database software | Data base user interface and query software | |||
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| Desktop publishing software | Desktop publishing software | |||
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| Dictation software | Voice recognition software | |||
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| Email software | Electronic mail software | |||
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| FileMaker Pro software | Data base user interface and query software | |||
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| Filing system software | Document management software | |||
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| Graphics software | Graphics or photo imaging software | |||
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| IBM Maximo Asset Management | Accounting software | |||
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| Microsoft Access | Data base user interface and query software | |||
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| Microsoft Excel | Spreadsheet software | |||
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| Microsoft Outlook | Electronic mail software | |||
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| Microsoft PowerPoint | Presentation software | |||
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| Microsoft Word | Word processing software | |||
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| Presentation software | Presentation software | |||
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| Spreadsheet software | Spreadsheet software | |||
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| Timekeeping software | Time accounting software | |||
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| Web browser software | Internet browser software | |||
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| Web conferencing software | Video conferencing software | |||
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| Word processing software | Word processing software | |||
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| Calculators | Calculators or accessories | |||
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| Data input scanners | Scanners | |||
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| Desktop computers | Desktop computers | |||
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| Dictation equipment | Dictation machines | |||
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| Digital cameras | Digital cameras | |||
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| Fax machines | Facsimile machines | |||
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| Handheld computers | Personal digital assistant PDAs or organizers | |||
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| Laptop computers | Notebook computers | |||
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| Mobile phones | Mobile phones | |||
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| Multi-line telephone systems | Special purpose telephones | |||
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| Pagers | Pagers | |||
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| Personal computers | Personal computers | |||
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| Personal digital assistants PDA | Personal digital assistant PDAs or organizers | |||
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| Photocopiers | Photocopiers | |||
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| Photocopying equipment | Photocopiers | |||
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| Scanners | Scanners | |||
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| Prerequisite Qualification Category | Education and Experience Level | |||
| On-Site or In-Plant Training | Up to and including 1 month | |||
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| Required Level of Education | High School Diploma (or GED or High School Equivalence Certificate) | |||
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| Required Level of Education | Some College Courses | |||
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| On-the-Job Training | Over 1 month, up to and including 3 months | |||
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| On-the-Job Training | Anything beyond short demonstration, up to and including 1 month | |||
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| Alternate Job Title(s) | |||
| Administrative Aide | |||
| Administrative Assistant | |||
| Administrative Associate | |||
| Administrative Clerk | |||
| Administrative Coordinator | |||
| Administrative Liaison | |||
| Administrative Resources Associate | |||
| Administrative Secretary | |||
| Administrative Specialist | |||
| Administrative Support Assistant (ASA) | |||
| Administrative Support Specialist | |||
| Administrative Technician | |||
| Administrative and Program Specialist | |||
| Alumnae Secretary | |||
| Alumni Secretary | |||
| Appointment Scheduler | |||
| Area Secretary | |||
| Clerical Secretary | |||
| Clerk Secretary | |||
| Clerk Typist | |||
| Community Youth Secretary | |||
| Confidential Secretary | |||
| Department Secretary | |||
| Escrow Assistant | |||
| Escrow Secretary | |||
| Executive Assistant | |||
| Front Office Coordinator | |||
| Membership Secretary | |||
| Office Administrator | |||
| Office Assistant | |||
| Office Manager | |||
| Office Secretary | |||
| Personal Secretary | |||
| Principal Administrative Clerk | |||
| Principal Secretary | |||
| Private Secretary | |||
| Program Assistant | |||
| Real Estate Administrative Assistant | |||
| Receptionist | |||
| Receptionist Secretary | |||
| School Attendance Secretary | |||
| School Secretary | |||
| Script Supervisor | |||
| Secretary | |||
| Secretary Office Clerk | |||
| Secretary Specialist | |||
| Secretary-Bookkeeper | |||
| Social Secretary | |||
| Staff Assistant | |||
| Statistical Secretary | |||
| Stenographer Secretary | |||
| Trust Operations Assistant | |||
| Typing Secretary | |||
| Virtual Office Assistant | |||
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