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Summary Report for:
43-6014.00 - Secretaries and Administrative Assistants, 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.

Sample of reported job titles: Administrative Assistant, Administrative Associate, Administrative Secretary, Administrative Specialist, Administrative Technician, Clerk Typist, Department Secretary, Office Assistant, Secretary, Staff Assistant

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Tasks  |  Tools & Technology  |  Knowledge  |  Skills  |  Abilities  |  Work Activities  |  Detailed Work Activities  |  Work Context  |  Job Zone  |  Education  |  Credentials  |  Interests  |  Work Styles  |  Work Values  |  Related Occupations  |  Wages & Employment  |  Job Openings  |  Additional Information

Tasks

  • Use computers for various applications, such as database management or word processing. See more occupations related to this task.
  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. See more occupations related to this task.
  • Create, maintain, and enter information into databases. See more occupations related to this task.
  • Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material. See more occupations related to this task.
  • Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions. See more occupations related to this task.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs. See more occupations related to this task.
  • Maintain scheduling and event calendars. See more occupations related to this task.
  • Complete forms in accordance with company procedures. See more occupations related to this task.
  • Schedule and confirm appointments for clients, customers, or supervisors. See more occupations related to this task.
  • Make copies of correspondence or other printed material. See more occupations related to this task.
  • Locate and attach appropriate files to incoming correspondence requiring replies. See more occupations related to this task.
  • Operate electronic mail systems and coordinate the flow of information, internally or with other organizations. See more occupations related to this task.
  • Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports. See more occupations related to this task.
  • Open, read, route, and distribute incoming mail or other materials and answer routine letters. See more occupations related to this task.
  • Provide services to customers, such as order placement or account information. See more occupations related to this task.
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions. See more occupations related to this task.
  • Conduct searches to find needed information, using such sources as the Internet. See more occupations related to this task.
  • Manage projects or contribute to committee or team work. See more occupations related to this task.
  • Mail newsletters, promotional material, or other information. See more occupations related to this task.
  • Order and dispense supplies. See more occupations related to this task.
  • Learn to operate new office technologies as they are developed and implemented. See more occupations related to this task.
  • Perform payroll functions, such as maintaining timekeeping information and processing and submitting payroll. See more occupations related to this task.
  • 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. See more occupations related to this task.
  • Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies. See more occupations related to this task.
  • Arrange conference, meeting, or travel reservations for office personnel. See more occupations related to this task.
  • Establish work procedures or schedules and keep track of the daily work of clerical staff. See more occupations related to this task.
  • Develop or maintain internal or external company Web sites. See more occupations related to this task.
  • Prepare and mail checks. See more occupations related to this task.
  • Supervise other clerical staff and provide training and orientation to new staff. See more occupations related to this task.
  • Train and assist staff with computer usage. See more occupations related to this task.
  • Prepare conference or event materials, such as flyers or invitations. See more occupations related to this task.

Find occupations related to multiple tasks

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Tools & Technology

Tools used in this occupation:

  • Desktop computers See more occupations related to this tool.
  • Dictation machines — Dictation equipment See more occupations related to this tool.
  • Digital cameras See more occupations related to this tool.
  • Laser fax machine — Laser facsimile machines See more occupations related to this tool.
  • Mobile phones See more occupations related to this tool.
  • Notebook computers — Laptop computers See more occupations related to this tool.
  • Pagers See more occupations related to this tool.
  • Personal computers See more occupations related to this tool.
  • Personal digital assistant PDAs or organizers — Personal digital assistants PDA See more occupations related to this tool.
  • Photocopiers — Photocopying equipment See more occupations related to this tool.
  • Pocket calculator — Handheld calculators See more occupations related to this tool.
  • Portable data input terminals — Handheld computers See more occupations related to this tool.
  • Scanners — Data input scanners See more occupations related to this tool.
  • Special purpose telephones — Multi-line telephone systems See more occupations related to this tool.

Technology used in this occupation:

  • Accounting software — IBM Maximo Asset Management; Intuit QuickBooks software See more occupations related to this technology.
  • Calendar and scheduling software — Appointment scheduling software See more occupations related to this technology.
  • Data base user interface and query software — Database software; FileMaker Pro software; Microsoft Access See more occupations related to this technology.
  • Data mining software — Data warehouse software See more occupations related to this technology.
  • Desktop publishing software — Adobe Systems Adobe InDesign See more occupations related to this technology.
  • Document management software — Filing system software See more occupations related to this technology.
  • Electronic mail software — Email software; Microsoft Outlook See more occupations related to this technology.
  • Enterprise resource planning ERP software — Microsoft Dynamics SL; Oracle PeopleSoft; people@work See more occupations related to this technology.
  • Graphics or photo imaging software — Adobe Systems Adobe Photoshop software; Graphics software See more occupations related to this technology.
  • Internet browser software — Mozilla Firefox *; Web browser software See more occupations related to this technology.
  • Presentation software — Microsoft PowerPoint See more occupations related to this technology.
  • Spreadsheet software — Microsoft Excel See more occupations related to this technology.
  • Time accounting software — Timekeeping software See more occupations related to this technology.
  • Video conferencing software — Web conferencing software See more occupations related to this technology.
  • Voice recognition software — Dictation software See more occupations related to this technology.
  • Word processing software — Microsoft Word See more occupations related to this technology.

* Software developed by a government agency and/or distributed as freeware or shareware.

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Knowledge

  • 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. See more occupations related to this knowledge.
  • English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. See more occupations related to this knowledge.
  • 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. See more occupations related to this knowledge.
  • Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming. See more occupations related to this knowledge.
  • 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. See more occupations related to this knowledge.

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Skills

  • Writing — Communicating effectively in writing as appropriate for the needs of the audience. See more occupations related to this skill.
  • 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. See more occupations related to this skill.
  • Reading Comprehension — Understanding written sentences and paragraphs in work related documents. See more occupations related to this skill.
  • Speaking — Talking to others to convey information effectively. See more occupations related to this skill.
  • Time Management — Managing one's own time and the time of others. See more occupations related to this skill.
  • Service Orientation — Actively looking for ways to help people. See more occupations related to this skill.
  • Coordination — Adjusting actions in relation to others' actions. See more occupations related to this skill.
  • Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. See more occupations related to this skill.
  • Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one. See more occupations related to this skill.
  • Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action. See more occupations related to this skill.
  • Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do. See more occupations related to this skill.

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Abilities

  • Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences. See more occupations related to this ability.
  • Near Vision — The ability to see details at close range (within a few feet of the observer). See more occupations related to this ability.
  • Oral Expression — The ability to communicate information and ideas in speaking so others will understand. See more occupations related to this ability.
  • Written Comprehension — The ability to read and understand information and ideas presented in writing. See more occupations related to this ability.
  • Written Expression — The ability to communicate information and ideas in writing so others will understand. See more occupations related to this ability.
  • Speech Clarity — The ability to speak clearly so others can understand you. See more occupations related to this ability.
  • Speech Recognition — The ability to identify and understand the speech of another person. See more occupations related to this ability.
  • 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). See more occupations related to this ability.
  • 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. See more occupations related to this ability.
  • Category Flexibility — The ability to generate or use different sets of rules for combining or grouping things in different ways. See more occupations related to this ability.
  • Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense. See more occupations related to this ability.
  • Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). See more occupations related to this ability.

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Work Activities

  • Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information. See more occupations related to this activity.
  • Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources. See more occupations related to this activity.
  • Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork. See more occupations related to this activity.
  • Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. See more occupations related to this activity.
  • Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time. See more occupations related to this activity.
  • Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work. See more occupations related to this activity.
  • Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form. See more occupations related to this activity.
  • Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests. See more occupations related to this activity.
  • Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data. See more occupations related to this activity.
  • Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events. See more occupations related to this activity.
  • Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail. See more occupations related to this activity.
  • Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job. See more occupations related to this activity.
  • Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems. See more occupations related to this activity.
  • Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards. See more occupations related to this activity.
  • Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts. See more occupations related to this activity.
  • Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others. See more occupations related to this activity.
  • Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems. See more occupations related to this activity.

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Detailed Work Activities

  • Execute sales or other financial transactions. See more occupations related to this activity.
  • Collect deposits, payments or fees. See more occupations related to this activity.
  • Enter information into databases or software programs. See more occupations related to this activity.
  • Proofread documents, records, or other files to ensure accuracy. See more occupations related to this activity.
  • Answer telephones to direct calls or provide information. See more occupations related to this activity.
  • Operate communications equipment or systems. See more occupations related to this activity.
  • Greet customers, patrons, or visitors. See more occupations related to this activity.
  • Order materials, supplies, or equipment. See more occupations related to this activity.
  • Coordinate operational activities. See more occupations related to this activity.
  • Prepare documentation for contracts, transactions, or regulatory compliance. See more occupations related to this activity.
  • Manage clerical or administrative activities. See more occupations related to this activity.
  • Search files, databases or reference materials to obtain needed information. See more occupations related to this activity.
  • Schedule appointments. See more occupations related to this activity.
  • Operate office equipment. See more occupations related to this activity.
  • Operate computers or computerized equipment. See more occupations related to this activity.
  • Report maintenance or equipment problems to appropriate personnel. See more occupations related to this activity.
  • Route mail to correct destinations. See more occupations related to this activity.
  • Distribute materials to employees or customers. See more occupations related to this activity.
  • Send information, materials or documentation. See more occupations related to this activity.
  • Make travel, accommodations, or entertainment arrangements for others. See more occupations related to this activity.
  • Record information from meetings or other formal proceedings. See more occupations related to this activity.
  • Discuss account status or activity with customers or patrons. See more occupations related to this activity.
  • Schedule operational activities. See more occupations related to this activity.
  • Prepare informational or reference materials. See more occupations related to this activity.
  • Refer customers to appropriate personnel. See more occupations related to this activity.
  • Prepare employee work schedules. See more occupations related to this activity.
  • Record personnel information. See more occupations related to this activity.
  • Develop organizational policies or programs. See more occupations related to this activity.
  • Select resources needed to accomplish tasks. See more occupations related to this activity.
  • Supervise clerical or administrative personnel. See more occupations related to this activity.
  • Train personnel. See more occupations related to this activity.
  • Distribute incoming mail. See more occupations related to this activity.
  • Maintain current knowledge related to work activities. See more occupations related to this activity.
  • Issue documentation or identification to customers or employees. See more occupations related to this activity.
  • Develop computer or online applications. See more occupations related to this activity.

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Work Context

  • Telephone — 91% responded “Every day.” See more occupations related to this work context.
  • Contact With Others — 86% responded “Constant contact with others.” See more occupations related to this work context.
  • Face-to-Face Discussions — 82% responded “Every day.” See more occupations related to this work context.
  • Electronic Mail — 86% responded “Every day.” See more occupations related to this work context.
  • Structured versus Unstructured Work — 58% responded “A lot of freedom.” See more occupations related to this work context.
  • Indoors, Environmentally Controlled — 85% responded “Every day.” See more occupations related to this work context.
  • Spend Time Sitting — 67% responded “Continually or almost continually.” See more occupations related to this work context.
  • Work With Work Group or Team — 53% responded “Extremely important.” See more occupations related to this work context.
  • Importance of Being Exact or Accurate — 58% responded “Very important.” See more occupations related to this work context.
  • Importance of Repeating Same Tasks — 52% responded “Extremely important.” See more occupations related to this work context.
  • Freedom to Make Decisions — 48% responded “Some freedom.” See more occupations related to this work context.
  • Letters and Memos — 50% responded “Every day.” See more occupations related to this work context.
  • Time Pressure — 47% responded “Once a week or more but not every day.” See more occupations related to this work context.
  • Deal With External Customers — 43% responded “Extremely important.” See more occupations related to this work context.
  • Frequency of Decision Making — 46% responded “Every day.” See more occupations related to this work context.
  • Impact of Decisions on Co-workers or Company Results — 30% responded “Very important results.” See more occupations related to this work context.
  • Coordinate or Lead Others — 38% responded “Very important.” See more occupations related to this work context.
  • Spend Time Making Repetitive Motions — 41% responded “Continually or almost continually.” See more occupations related to this work context.
  • Duration of Typical Work Week — 62% responded “40 hours.” See more occupations related to this work context.
  • Physical Proximity — 46% responded “Slightly close (e.g., shared office).” See more occupations related to this work context.
  • Deal With Unpleasant or Angry People — 37% responded “Once a month or more but not every week.” See more occupations related to this work context.

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Job Zone

Title Job Zone Three: Medium Preparation Needed
Education Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
Related 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.
Job 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.
Job Zone Examples These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include food service managers, electricians, agricultural technicians, legal secretaries, occupational therapy assistants, and medical assistants.
SVP Range (6.0 to < 7.0)

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Education


Percentage of Respondents
Education Level Required
39   High school diploma or equivalent Help
37   Associate's degree
14   Some college, no degree

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Credentials

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Interests

Interest code: CE

  • 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. See more occupations related to this interest.
  • 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. See more occupations related to this interest.

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Work Styles

  • Attention to Detail — Job requires being careful about detail and thorough in completing work tasks. See more occupations related to this work style.
  • Integrity — Job requires being honest and ethical. See more occupations related to this work style.
  • Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations. See more occupations related to this work style.
  • Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude. See more occupations related to this work style.
  • Independence — Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done. See more occupations related to this work style.
  • Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job. See more occupations related to this work style.
  • Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace. See more occupations related to this work style.
  • Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations. See more occupations related to this work style.
  • Initiative — Job requires a willingness to take on responsibilities and challenges. See more occupations related to this work style.
  • Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations. See more occupations related to this work style.
  • Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job. See more occupations related to this work style.
  • Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks. See more occupations related to this work style.
  • Persistence — Job requires persistence in the face of obstacles. See more occupations related to this work style.
  • Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems. See more occupations related to this work style.
  • Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction. See more occupations related to this work style.
  • Innovation — Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems. See more occupations related to this work style.

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Work Values

  • Support — Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical. See more occupations related to this work value.
  • Relationships — Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service. See more occupations related to this work value.
  • Working Conditions — Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions. See more occupations related to this work value.

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Related Occupations

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Wages & Employment Trends

Median wages (2014) $15.98 hourly, $33,240 annual
State wages Local Salary Info
 
Employment (2012) 2,324,000 employees
Projected growth (2012-2022) Average (8% to 14%) Average (8% to 14%)
Projected job openings (2012-2022) 587,600
State trends Employment Trends
 
Top industries (2012)

Source: Bureau of Labor Statistics 2014 wage data external site and 2012-2022 employment projections external site. "Projected growth" represents the estimated change in total employment over the projections period (2012-2022). "Projected job openings" represent openings due to growth and replacement.

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Job Openings on the Web

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Sources of Additional Information

Disclaimer: Sources are listed to provide additional information on related jobs, specialties, and/or industries. Links to non-DOL Internet sites are provided for your convenience and do not constitute an endorsement.

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