Required Skills/Job & Salary Outlook
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
· Use computers for various applications, such as database management or word processing.
· Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
· Create, maintain, and enter information into databases.
· 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 office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
· Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
· Maintain scheduling and event calendars.
· Complete forms in accordance with company procedures.
· Schedule and confirm appointments for clients, customers, or supervisors.
· Make copies of correspondence or other printed material.
Tools used in this occupation
· Calculators or accessories — Calculators
· Facsimile machines — Fax machines
· Notebook computers — Laptop computers
· Photocopiers — Photocopying equipment
· Scanners — Data input scanners
Technology used in this occupation
· Accounting software — IBM Maximo Asset Management; Intuit QuickBooks software
· Data base user interface and query software — Database software; FileMaker Pro software; Microsoft Access
· Electronic mail software — Email software; Microsoft Outlook
· Graphics or photo imaging software — Adobe Systems Adobe Photoshop software; Graphics software
· Internet browser software — Mozilla Firefox *; Web browser software
· 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.
· English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
· 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.
· Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
· 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.
· Writing — Communicating effectively in writing as appropriate for the needs of the audience.
· 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.
· Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
· Speaking — Talking to others to convey information effectively.
· Time Management — Managing one's own time and the time of others.
· Service Orientation — Actively looking for ways to help people.
· Coordination — Adjusting actions in relation to others' actions.
· 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.
· Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
· Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
· Near Vision — The ability to see details at close range (within a few feet of the observer).
· 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.
· 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.
· Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
· 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.
· Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
· 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.
· 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.
· Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
· Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
· Telephone — How often do you have telephone conversations in this job?
· Contact With Others — How much does this job require the worker to be in contact with others (face-to-face, by telephone, or otherwise) in order to perform it?
· Face-to-Face Discussions — How often do you have to have face-to-face discussions with individuals or teams in this job?
· Electronic Mail — How often do you use electronic mail in this job?
· Structured versus Unstructured Work — To what extent is this job structured for the worker, rather than allowing the worker to determine tasks, priorities, and goals?
· Indoors, Environmentally Controlled — How often does this job require working indoors in environmentally controlled conditions?
· Spend Time Sitting — How much does this job require sitting?
· Work With Work Group or Team — How important is it to work with others in a group or team in this job?
· Importance of Being Exact or Accurate — How important is being very exact or highly accurate in performing this job?
· Importance of Repeating Same Tasks — How important is repeating the same physical activities (e.g., key entry) or mental activities (e.g., checking entries in a ledger) over and over, without stopping, to performing this job?
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.
· 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.
· Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
· Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
· 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.
· Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
· Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.
· Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
· Initiative — Job requires a willingness to take on responsibilities and challenges.
· Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations.
· 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.
Wages & Employment Trends
1Job Openings refers to the average annual job openings due to growth and net replacement.
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