Administrative Assistant
Other Titles
Administrative Assistant, Administrative Clerk, Administrative Secretary, Administrative Specialist, Administrative Support Assistant, Administrative Technician, Department Secretary, Office Assistant, Secretary, Staff Assistant
Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
The job typically includes performing various clerical tasks such as keeping a record of important documents, formulating various correspondences, proofreading information and scheduling appointments. A part of the job may include using relevant computer software such as database management to maintain records.
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
Create, maintain, and enter information into databases.
Use computers for various applications, such as database management or word processing.
Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
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 electronic mail systems and coordinate the flow of information, internally or with other organizations.
Schedule and confirm appointments for clients, customers, or supervisors.
Maintain scheduling and event calendars.
Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
Complete forms in accordance with company procedures.
Locate and attach appropriate files to incoming correspondence requiring replies.
Conduct searches to find needed information, using such sources as the Internet.
Open, read, route, and distribute incoming mail or other materials and answer routine letters.
Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
Make copies of correspondence or other printed material.
Learn to operate new office technologies as they are developed and implemented.
Train and assist staff with computer usage.
Order and dispense supplies.
Prepare conference or event materials, such as flyers or invitations.
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.
Establish work procedures or schedules and keep track of the daily work of clerical staff.
Provide services to customers, such as order placement or account information.
Prepare and mail or disburse cheques.
Arrange conference, meeting, or travel reservations for office personnel.
Supervise other clerical staff and provide training and orientation to new staff.
Manage projects or contribute to committee or team work.
Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
Mail newsletters, promotional material, or other information.
Take dictation in shorthand or by machine and transcribe information.
Develop or maintain internal or external company Web sites.
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.
Speaking — Talking to others to convey information effectively.
Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
Writing — Communicating effectively in writing as appropriate for the needs of the audience.
Service Orientation — Actively looking for ways to help people.
Time Management — Managing one's own time and the time of others.
Coordination — Adjusting actions in relation to others' actions.
Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
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.
Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
Interacting With Computers — Using computers and computer systems (including hardware and software to program, write software, set up functions, enter data, or process information.
Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
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.
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.
Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
Answer telephones to direct calls or provide information.
Discuss account status or activity with customers or patrons.
Greet customers, patrons, or visitors.
Refer customers to appropriate personnel.
Execute sales or other financial transactions.
Enter information into databases or software programs.
Operate computers or computerized equipment.
Collect deposits, payments or fees.
Operate office equipment.
Report maintenance or equipment problems to appropriate personnel.
Record personnel information.
Select resources needed to accomplish tasks.
Operate communications equipment or systems.
Schedule appointments.
Distribute materials to employees or customers.
Issue documentation or identification to customers or employees.
Record information from meetings or other formal proceedings.
Prepare documentation for contracts, transactions, or regulatory compliance.
Order materials, supplies, or equipment.
Develop organizational policies or programs.
Prepare employee work schedules.
Send information, materials or documentation.
Make travel, accommodations, or entertainment arrangements for others.
Schedule operational activities.
Distribute incoming mail.
Proofread documents, records, or other files to ensure accuracy.
Route mail to correct destinations.
Search files, databases or reference materials to obtain needed information.
Supervise clerical or administrative personnel.
Manage clerical or administrative activities.
Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
Written Comprehension — The ability to read and understand information and ideas presented in writing.
Written Expression — The ability to communicate information and ideas in writing so others will understand.
Near Vision — The ability to see details at close range (within a few feet of the observer).
Speech Clarity — The ability to speak clearly so others can understand you.
Speech Recognition — The ability to identify and understand the speech of another person.
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).
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.
Category Flexibility — The ability to generate or use different sets of rules for combining or grouping things in different ways.
Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
Selective Attention — The ability to concentrate on a task over a period of time without being distracted.
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.
Language — Knowledge of the structure and content of a language - English, French, Swahili et cetera - 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.
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.
Access software -- Remote access software; Citrix
Accounting software -- Fund accounting software; Tax Software; Intuit QuickBooks; Sage 50 Accounting
Analytical or scientific software -- IBM SPSS Statistics; SAS
Backup or archival software Business intelligence and data analysis software -- e.g., IBM Cognos Impromptu; MicroStrategy; Oracle Business Intelligence Enterprise Edition; Qlik Tech QlikView
Calendar and scheduling software -- Appointment scheduling software
Content workflow software -- Process workflow software; Case workflow software; Project workflow software; ProofHub
Customer relationship management CRM software -- e.g., Salesforce software
Database management system software -- Teradata Database
Database reporting software -- e.g., SAP Crystal Reports
Database user interface and query software -- Data entry software; FileMaker Pro; Microsoft Access; Microsoft SQL
Server Data mining software -- Data warehouse software
Desktop publishing software -- e.g., Adobe Systems Adobe InDesign; Microsoft Publisher
Document management software -- e.g., Adobe Systems Adobe Acrobat; Filing system software
Electronic mail software -- e.g., IBM Notes; Microsoft Exchange Server; Microsoft Outlook
Enterprise application integration software -- e.g., IBM InfoSphere DataStage; IBM WebSphere
Enterprise resource planning ERP software -- Sage; ebizframe; Sapama ERP; Microsoft Dynamics; NetSuite ERP; Oracle JD Edwards EnterpriseOne; SAP etc
Enterprise system management software -- e.g., IBM Power Systems software
Financial analysis software -- e.g., Oracle E-Business Suite Financials
Graphics or photo imaging software -- e.g., Adobe Systems Adobe Creative Cloud; Adobe Systems Adobe Photoshop; Microsoft Visio; SmugMug Flickr
Human resources software -- Human resource management software HRMS; ADP; Oracle Taleo
Information retrieval or search software -- e.g., LexisNexis
Internet browser software -- Web browser software; Mozilla Firefox; Google Chrome
Medical software -- Medical condition coding software; Medical procedure coding software; healthcare common procedure coding system
Metadata management software -- Data modeling
Office suite software -- e.g., Google Workspace; Microsoft Office
Operating system software -- e.g., Apple macOS; Handheld computer device software; Microsoft Windows; Oracle Solaris
Portal server software -- e.g., Apache HTTP Server
Presentation software -- e.g., Google Slides; Microsoft PowerPoint
Project management software -- e.g.,Sapama Projects; Xero; Confluence; Microsoft Project; Microsoft SharePoint; Oracle Primavera Enterprise Project Portfolio Management
Spreadsheet software -- e.g., Google Sheets; Microsoft Excel
Time accounting software -- Timekeeping software
Transaction security and virus protection software -- e.g., McAfee; Symantec; Kaspersky
Transaction server software -- Customer information control system CICS
Video conferencing software -- Web conferencing software
Video creation and editing software -- e.g., YouTube
Voice recognition software -- Dictation software
Web page creation and editing software -- e.g., Adobe Systems Adobe Dreamweaver; Facebook; LinkedIn
Web platform development software -- e.g., Apache Tomcat ; Drupal; Hypertext markup language HTML; Microsoft Active Server Pages ASP
Word processing software -- e.g., Google Docs; Microsoft Word
Desktop computers
Dictation machines — Dictation equipment
Digital cameras
Laser fax machine — Laser facsimile machines; efax
Mobile phones
Notebook computers — Laptop computers
Pagers
Personal computers
Personal digital assistant PDAs or organizers — Personal digital assistants PDA
Photocopiers — Photocopying equipment
Pocket calculator — Handheld calculators
Portable data input terminals — Handheld computers
Scanners — Data input scanners
Special purpose telephones — Multi-line telephone systems
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.
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.
Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
Integrity — Job requires being honest and ethical.
Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations.
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.
Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
Initiative — Job requires a willingness to take on responsibilities and challenges.
Persistence — Job requires persistence in the face of obstacles.
Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems.
Innovation — Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.
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.
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.
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.