Administrative Secretary Job Description

Administrative Secretary Job Description

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Administrative secretary provides support to project managers with data entry and/or keyboarding, proofreading, revision, and production of complex reports, proposals, forms, etc.; proofreading includes formatting, spelling, grammar, and punctuation per GHD standard; production may include printing, collating, and binding.

Administrative Secretary Duties & Responsibilities

To write an effective administrative secretary job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative secretary job description templates that you can modify and use.

Sample responsibilities for this position include:

Assisting in maintaining databases and associated files and records on a regular basis according to established procedures
Developing and implementing office procedures to maintain systems and records
Receiving/screening telephone calls, visitors and emails and determining the approach or action to take and interpret and explain guidelines, procedures, policies and practices
Have knowledge regarding policies and procedures
Independently composes and responds to email, correspondence and SalesForce inquiries on a variety of subjects requiring judgment, originality, and broad knowledge of University departments, policy and procedures
Assists in developing operating policies and procedures, manages execution
Interacts with staff, students, volunteers, visitors, or outside agencies to relay information on policies, procedures, or AZPM
Provides support with activities and outreach for the conduct program to ensure optimum efficiency and compliance with appropriate policies, procedures and specifications
Receiving/screening telephone calls, visitors and emails and determining the approach or action to take in interpreting and explaining guidelines, procedures, policies and practices
Interact with patients all day long

Administrative Secretary Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administrative Secretary

List any licenses or certifications required by the position: BLS

Education for Administrative Secretary

Typically a job would require a certain level of education.

Employers hiring for the administrative secretary job most commonly would prefer for their future employee to have a relevant degree such as Associate and High School Degree in Education, Science, Communication, Business, Computer, Healthcare, Associates, Graduate, Business/Administration, Supervision

Skills for Administrative Secretary

Desired skills for administrative secretary include:

Organizational operations and procedures
Spelling
Procedures
Modern office practices
Business letter writing and basic report preparation
Grammar and punctuation
Methods
Techniques of organizing and collecting data
Standard business formats and styles for letters and business forms
Office professionalism and practices

Desired experience for administrative secretary includes:

Handle scheduling
Deal with insurance verifications, referrals, and authorizations
Producing letters, reports, memoranda, forms, schedules, , utilizing various PC-based software packages or other typing equipment
Scheduling appointments and meetings
Arranging travel accommodations
Assisting in event planning

Administrative Secretary Examples

1

Administrative Secretary Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of administrative secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative secretary
  • Produce letters, reports, memoranda, forms, and schedules
  • Produce reports and presentations
  • Supporting the company's Diversity programs
  • Participating and managing special projects, as requested
  • Completing and distributing written reports and documents
  • Scheduling appointments / meetings and coordinating conference rooms for support
  • Maintaining department inventory and supplies
  • Coordinating the maintenance and repair of the section's facility
  • Maintaining calendar, appointments, and schedules
  • Adhering strictly to compliance and operational risk controls in accordance with regulatory standards, policies and practices
Qualifications for administrative secretary
  • May coordinate the daily office activities or supervise clerical personnel as determined by management
  • Answers the telephone and gives information to callers or takes messages
  • Assist CSC Staff and Programmers with events and projects as needed – general clerical duties, arrange for catering and AV
  • Manage building maintenance/repair and IT needs requests
  • Gather agenda items for weekly staff meetings
  • Point person for office equipment and space, reserving the conference room, assure equipment is in working order and stocked if applicable
2

Administrative Secretary Job Description

Job Description Example
Our company is hiring for an administrative secretary. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for administrative secretary
  • Hire/manage 4 student building monitors
  • Provide back-up to Admin
  • Receive and screen all calls for the Network Associate Executive
  • Make appointments and set up meetings for the AED
  • Maintain AED calendar
  • Type memorandums, letters, and reports
  • Open and screen mail
  • Maintain purchase orders log book and order all necessary supplies and equipment through I-Procurement Suite / Ecommerce
  • Complete and compile departmental time sheets, including agency personnel
  • Maintain attendance profiles of HIM Employees
Qualifications for administrative secretary
  • Create the monthly schedule to ensure coverage for weekends and holidays
  • Providing clerical and secretarial support to assigned areas and acts as a resource for area operations
  • Answering, screening, and responding to telephone calls
  • Taking concise message and responding as requested
  • Reviewing inter-departmental and postal service mail
  • Serving as the primary point of contact/liaison with the community, students, faculty and staff to handle a variety of inquiries on behalf of the Office of Student Rights and Responsibilities
3

Administrative Secretary Job Description

Job Description Example
Our company is growing rapidly and is hiring for an administrative secretary. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for administrative secretary
  • Providing high-level administrative support for the Office of Student Rights and Responsibilities, utilizing decision-making authority and independence in prioritizing tasks and policy interpretation
  • Providing direct clerical support, calendaring assistance, preparation of daily itineraries and assembly of background materials for the staff in the Office of Student Rights and Responsibilities
  • Assembling, researching, and summarizing information from various resources, compiling data or calculating simple statistics to prepare special or recurring reports for supervisor or other staff
  • Supervising and providing administrative functions for the Smoking Enforcement Program, to include hiring and daily supervision of student workers, entering cases into Advocate, and sending the appropriate paperwork to students and other departments for sanctioning and billing purposes
  • Daily ordering of police reports from the appropriate law enforcement agency, uploading reports into the appropriate Advocate case, notifying the staff member(s) handling the case, and entering notes to the file
  • Entering Computer Violation notices into Advocate for assignment to staff
  • Weekly review of sanction completion for Student Rights and Responsibilities staff members, uploading completion paperwork in Advocate, and marking as completed, and notifying the appropriate staff member regarding non-completion of sanctions (Place hold, notify student)
  • Assisting in completing disciplinary background checks, as necessary
  • Ordering supplies and materials for Student Rights and Responsibilities staff members
  • Greet visitors & answer all incoming phone calls
Qualifications for administrative secretary
  • Maintain calendar and schedule appointments and meetings
  • Organize meetings (make reservations, take care of suppliers, facilities)
  • Handle signature procedure
  • Prepare and type high volume of manuscripts for publication, abstracts, grants, book chapters, reports, journal article reviews, slide presentation research manuals and correspondence
  • Arrange travel accurately completing all appropriate forms
  • Chart preparation for clinics, faxing copying and express mailing clinical, and administrative materials to patients, physicians, Type clinical dictation for transcription and professional correspondence
4

Administrative Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking for an administrative secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for administrative secretary
  • Provide general information for all three offices within the suite
  • Assist students with enrollment forms
  • Maintain computer files and projects
  • Refer students to other offices when necessary
  • Respond to emails, answer phone calls, fax various items as needed
  • Schedules and attends meeting
  • Manages office operations including supply orders, room reservations, answering phones, event calendars, equipment, and facilities
  • Manages and fulfills materials requests
  • Assists with planning and execution of events, as needed
  • Manage calls as appropriate
Qualifications for administrative secretary
  • Organize appointments
  • Receives and screens telephone calls and visitors
  • Organizes, establishes, and maintains record-keeping systems for correspondence, documents, materials, or records for an administrative function
  • Schedules appointments for supervisor as directed utilizing knowledge of priorities and prearranged plans
  • Assembles, researches, and summarizes information from various resources
  • Records and tracks account expenditures
5

Administrative Secretary Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of administrative secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative secretary
  • Assembles and distributes or mails applications, forms, and general information requested by visitors, applicants, students, or the general public
  • Handles administrative forms for office department and forwards for processing
  • Manages inventory of promotional items, equipment and technology
  • Maintain Division Chief’s calendar
  • Maintain a tracking system of projects and assignments that includes due dates for events and projects specifically for Division Chief
  • Coordinate faculty recruit candidates, meetings, workshops, retreats, and other events hosted by Division Chief or research faculty, including travel arrangements and lodging for visiting professionals
  • Provides administrative support to the Student Rights and Responsibilities staff by assisting in managing the collection, entry, and initial triage of incident reports
  • Composes and edits letters
  • Places and removes registration holds
  • Receives and screens telephone calls, visitors and e-mails
Qualifications for administrative secretary
  • Demonstrated competence in the English language and grammar
  • Ability to maintain composure under pressure and in tight deadline situations
  • Ability to proofread own work and that of others for format and accuracy
  • Types/word processes, formats and proofreads documents, reports and other written material
  • Provides administrative support to Associate and Assistant Dean of Students
  • Schedules appointments for staff as directed utilizing knowledge of priorities and prearranged plans

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