Occupation Details
Secretaries and Administrative Assistants, Except Legal, Medical, and Executive
Perform routine administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
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Interests
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.
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.
Work Values
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.
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.
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.
Salary & Job Outlook
Starting Salary
$34,490.00
New York StateMedian Salary
$48,290.00
New York StateExperienced Salary
$52,630.00
New York StateNational Average for Comparison
New York State Job Market Outlook
Jobs Right Now (2018)
168,910
professionals in NYFuture Job Growth (2030)
180,370
+1,146 jobs/yearNew Jobs Every Year
19,784
new opportunities yearlyGrowth Rate
0.1%
projected increasePreparation: Experience, Training, and Education
The list below outlines the prior educational experience required to perform in this occupation.
Some Training - Certificate or hands-on training
Experience Requirements
Some previous work-related skill, knowledge, or experience is usually needed. For example, a teller would benefit from experience working directly with the public.
Education Requirements
These occupations usually require a high school diploma.
Training Details
Employees in these occupations need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with these occupations.
Transferrable Skills and Experience
These occupations often involve using your knowledge and skills to help others. Examples include orderlies, counter and rental clerks, customer service representatives, security guards, upholsterers, tellers, and dental laboratory technicians.
School Programs
The following lists school programs which are applicable to this occupation.
Licensing & Certification
State License and Certifications Requirements are not currently associated with this occupation.
Apprenticeship
Contact your regional representative to learn more about apprenticeships available in your area by visiting Apprenticeship Contacts.
Skills
The list below includes the skills required by workers in this occupation; skills are what allow you to learn more quickly and improve your performance.
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.
Critical Thinking
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Skill level is measured on a seven point scale, where one means 'some competence required for this occupation' and seven means 'a high level of expertise required for this occupation'.
Knowledge
The list below includes knowledge items, the principles and facts required by this occupation.
Administrative
Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace 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.
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.
Knowledge level is measured on a seven point scale, where one means 'some competence required for this occupation' and seven means 'a high level of expertise required for this occupation'.
Work Environment
The list below includes the physical and social factors that influence the nature of work in this occupation.
Hover over or tap each factor to see its description.
Work Styles
Included in the list below are the personal work style characteristics that can affect how well a worker is likely to perform in this occupation.
Achievement/Effort
Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
Adaptability/Flexibility
Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Attention to Detail
Job requires being careful about detail and thorough in completing work tasks.
Concern for Others
Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
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.
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.
Integrity
Job requires being honest and ethical.
Self-Control
Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Stress Tolerance
Job requires accepting criticism and dealing calmly and effectively with high-stress situations.
Tools & Technology
This list below describes the machines, equipment, tools, software, and information technology that workers in this occupation will use.
Tools
- Data input scanners
- Desktop computers
- Dictation equipment
- Digital cameras
- Handheld calculators
- Handheld computers
- Laptop computers
- Laser facsimile machines
- Mobile phones
- Multi-line telephone systems
- Pagers
- Personal computers
- Personal digital assistants PDA
- Photocopying equipment
Technology
- 3M Post-it App
- ADP Workforce Now
- Adobe Systems Adobe Acrobat
- Adobe Systems Adobe Creative Cloud
- Adobe Systems Adobe Dreamweaver
- Adobe Systems Adobe Illustrator
- Adobe Systems Adobe InDesign
- Adobe Systems Adobe Photoshop
- Airtable
- Apache Cassandra
- Apache HTTP Server
- Apache Solr
- Apache Tomcat
- Apple Keynote
- Apple macOS
- Appointment scheduling software
Duties
Duties are job behaviors describing activities that occur on multiple jobs. The generalized and detailed work activities described in the list below apply to this occupation.
- maintain job descriptions
- publicize job openings
- paste up materials to be printed
- distribute correspondence or mail
- provide technical support to computer users
- disburse checks to satisfy accounts payable
- maintain record of organization expenses
- maintain inventory of office equipment or furniture
- maintain travel expense accounts
- write employee orientation or training materials
- greet customers, guests, visitors, or passengers
- use oral or written communication techniques
- use shorthand writing procedures
- schedule meetings or appointments
- arrange teleconference calls
- develop travel itinerary
- make travel reservations
- schedule or contract meeting facilities
- schedule real estate closings
- compile data for financial reports
- compile itinerary of planned meetings or activities
- reconcile or balance financial records
- write business correspondence
- answer calls using switchboard
- perform typing or data entry for extended duration
- transcribe spoken or written information
- take dictation
- take messages
- enter time sheet information
- maintain telephone logs
- type document from machine transcription
- document provision of administrative services
- prepare corporate minute books
- take meeting notes
- maintain records, reports, or files
- fill out business or government forms
- prepare contract documents
- route multi-line telephone calls
- prepare billing statements
- type letters or correspondence
- fill out insurance forms
- fill out purchase requisitions
- maintain administrative services procedures manual
- maintain appointment calendar
- prepare or maintain employee records
- maintain inventory of office forms
- maintain legal forms
- prepare financial reports
- process payroll documents, records, or checks
- prepare tax reports
- prepare travel vouchers
- process invoices
- assist with business or managerial research
- use computers to enter, access or retrieve data
- use desktop publishing software
- use spreadsheet software
- use word processing or desktop publishing software
- use accounting or bookkeeping software
Tasks
The list below outlines specific tasks that a worker in this occupation is called upon to do regularly.
- 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.
- Use computers for various applications, such as database management or word processing.
- Create, maintain, and enter information into databases.
- 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.
- 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.
- Provide services to customers, such as order placement or account information.
- Establish work procedures or schedules and keep track of the daily work of clerical staff.
- Prepare and mail checks.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Arrange conference, meeting, or travel reservations for office personnel.
- 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.
- Supervise other clerical staff and provide training and orientation to new staff.
- Make copies of correspondence or other printed material.
- Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
- Manage projects or contribute to committee or team work.
- Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies.
- Learn to operate new office technologies as they are developed and implemented.
- Mail newsletters, promotional material, or other information.
- Train and assist staff with computer usage.
- Order and dispense supplies.
- Take dictation in shorthand or by machine and transcribe information.
- Prepare conference or event materials, such as flyers or invitations.
- Develop or maintain internal or external company Web sites.
Learning Resources
More information on this occupation may be found in the links provided below.
Administrative Support Specialists
Visit this link for information on this career in the military.
Learn MoreSecretaries and administrative assistants
Visit this link for additional information on this career from the Occupational Outlook Handbook; a publication produced and maintained by the United States Department of Labor.
Learn More