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Administrator secretary skills for your resume and career

Updated January 8, 2025

5 min read

Quoted experts

Dr. Mike Peterson Ph.D.,

Allison White

Below we've compiled a list of the most critical administrator secretary skills. We ranked the top skills for administrator secretaries based on the percentage of resumes they appeared on. For example, 9.7% of administrator secretary resumes contained patients as a skill. Continue reading to find out what skills an administrator secretary needs to be successful in the workplace.

15 administrator secretary skills for your resume and career

1. Patients

Here's how administrator secretaries use patients:

Assisted patients with the enrollment of Medicaid which includes gathering appropriate documentation and submitting applications to a designated Medicaid bureau location.
Typed psychological reports for staff and monitored patients' charts for medical guild lines and regulations maintaining confidentiality and efficiency.

2. Routine Correspondence

Routine Correspondence refers to communications made on a daily basis. These can be simple tasks, basic instructions, reminders, or questions often sent through a form of electronic communication like instant messaging or email. These conversations are also commonly informal and internal, such as between coworkers or managers within the same department.

Here's how administrator secretaries use routine correspondence:

Work independently and in coordination with other departmental personnel on routine and non-routine correspondence, reports and varied assignments.
Prepare greeting cards and routine correspondence for signature and mailing according to established guidelines.

3. Customer Service

Customer service is the process of offering assistance to all the current and potential customers -- answering questions, fixing problems, and providing excellent service. The main goal of customer service is to build a strong relationship with the customers so that they keep coming back for more business.

Here's how administrator secretaries use customer service:

Coordinated activities of office clerical personnel, performed written and verbal customer service problem resolution, order acceptance and request fulfillment.
Front office customer service, greeted pharmaceutical representatives for meetings, answered routine questions, assisted students with specific information.

4. Telephone Calls

Telephone calls are a communication means through which a caller is connected to the called party. The call is done through a telecommunications device called a telephone. The caller can use a landline, mobile phone, or satellite phone to make the call.

Here's how administrator secretaries use telephone calls:

Organized and coordinated staff meetings, arrange teleconference calls, and evaluated importance of incoming telephone calls for office management.
Received and screened visitors and telephone calls, providing factual information which often required interpretation of policies and procedures.

5. Payroll

Payroll is the sum of all the compensation that an organization has to pay to employees at a specified time. Payroll is managed by the finance or HR department while small business owners may handle it themselves. Payroll isn't fixed as it varies every month due to sick leaves, overtime, etc.

Here's how administrator secretaries use payroll:

Coordinate off-site storage documents, mail distribution, payroll, new employee orientation History Bookkeeper/Reception New Generation Painting File all paperwork.
Maintained position related paperwork i.e., payroll records, vacation/sick leave requests and reimbursements according to established DCSD procedures.

6. Office Procedures

Office procedures are the protocols and standards which define how the staff works together. The office procedures can be a set of rules and regulations which guide the employees and help them run the office operations smoothly. Paperwork, customer interaction, taking messages, handling calls in and out all fall under the office procedures.

Here's how administrator secretaries use office procedures:

Created/updated financial reports, maintained travel expense reports, reconciled monthly budgets/expense reports, expedited general office procedures.
Managed and coordinated classes, registered clients for programs, managed statistical information and executed general office procedures.

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7. Data Entry

Data entry means entering data into a company's system with the help of a keyboard. A person responsible for entering data may also be asked to verify the authenticity of the data being entered. A person doing data entry must pay great attention to tiny details.

Here's how administrator secretaries use data entry:

PC-based databases and other applications, internet and server-based databases and other imaging and data entry applications
Performed data entry and manipulation of internal systems for providing reports and special mailings.

8. Word Processing

Here's how administrator secretaries use word processing:

Performed in-depth word processing functions, including preparation of post-doctoral application documents, proofing and editing for executive committee review.
Assisted Administrative Officer with all clerical duties including correspondence, policies and reports utilizing various word processing programs.

9. Travel Arrangements

Here's how administrator secretaries use travel arrangements:

Prepared correspondence and internal memos, coordinated travel arrangements, updated monthly planner and assisted with special projects and special presentations.
Coordinated appointments, travel arrangements, high level executive meetings, and Retirement Seminars; general administrative duties as required.

10. Office Equipment

Here's how administrator secretaries use office equipment:

Implement a system for general office operations including answering phones, receiving and disseminating mail and operating and maintaining office equipment.
Coordinated and maintained vehicle service maintenance, inventory of office equipment and supply activities in accordance with policy.

11. Purchase Orders

Here's how administrator secretaries use purchase orders:

Interacted with vendors requesting pricing information and finalization of orders by issuing purchase order numbers and routing instructions.
Coordinated all necessary information for all purchase orders from major manufacturers and customers.

12. PowerPoint

Here's how administrator secretaries use powerpoint:

Created social media postings, prepared promotional materials, maintained business records, produced PowerPoint presentations, and organized calendar.
Develop and maintain appropriate databases for automating and reporting departmental information, Including PowerPoint Presentations and Excel Spreadsheets.

13. Scheduling Appointments

Scheduling appointments is the practice of finding a free slot with the person(s) you want to meet. The process of scheduling appointments involves finding mutually free time, negotiating follow-ups, sending reminders, and creating new appointments. Scheduling appointments is important to ensure that the timings of consecutive meetings do not clash with each other.

Here's how administrator secretaries use scheduling appointments:

Managed calendar including booking, updating, rescheduling appointments for Program Manager.
Assisted in maintaining calendar and scheduling appointments for Director.

14. Secretarial Support

Here's how administrator secretaries use secretarial support:

Demonstrated diversity duties including office administrative and executive-level secretarial support.
Provided administrative secretarial support for Case Management staff including the department director, case management/utilization review nurses, and social workers.

15. Financial Reports

Here's how administrator secretaries use financial reports:

Organized quarterly maintenance and monthly property management meetings; produced and maintained various daily, weekly and monthly financial reports
Balanced and submitted daily and monthly financial reports to corporate headquarters.

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What skills help Administrator Secretaries find jobs?

Tell us what job you are looking for, we’ll show you what skills employers want.

What skills stand out on administrator secretary resumes?

Dr. Mike Peterson Ph.D.

Department Chair and Associate Professor of English, Dixie State University

Writing skills have always been valued by employers, but anything that shows an ability to write, produce, or communicate in digital spaces will stand out. While employers are becoming increasingly comfortable having employees work and collaborate digitally (from home or elsewhere), they may still be reluctant to train employees how to do that. They want to see evidence that applicants will know how to use technology and stay productive without extensive training and without a supervisor having to stand behind them. That isn't to say training won't take place, but employers want to use their valuable time and resources training employees on their own systems, policies, and procedures; they don't want to have to show new-hires how to use Zoom, how to format a memo, how to write an email, or how to co-edit a document using OneDrive.

What soft skills should all administrator secretarys possess?

Allison White

Associate Professor, Ohio University

Employers have told me repeatedly that soft skills are often the most important. They will ask for my reference after I've gotten to know a student and been able to identify their communication, problem-solving, and interpersonal skills. They want someone to take the initiative yet know when to ask questions. Customer service skills and confidentiality were also voiced by our internship supervisors. Verbal and non-verbal communication is a must. The applicant must be able to write well!!

What hard/technical skills are most important for administrator secretarys?

Allison White

Associate Professor, Ohio University

In addition to production software skills, including MS Outlook, Word, Excel, and PowerPoint, we often taught database skills using MS Access. Every employer has an employee database and a customer/client database that requires input and sometimes maintenance by office personnel. Keyboarding (65+ wpm), basic bookkeeping/accounting, and filing skills are a must.

What administrator secretary skills would you recommend for someone trying to advance their career?

Anne McConnell Ph.D.

Professor, West Virginia State University

I would encourage someone taking a gap year to branch out, seeking work experiences and employment situations that expose them to new skills and allow them to interact with a diverse set of people. Sometimes we find ourselves in a bubble-communicating with the same people, who tend to share the same ideas-and a gap year provides the opportunity to extend beyond that. Employers value employees who have open, flexible minds, and seeking out experiences that demonstrate that openness can be helpful.

What type of skills will young administrator secretarys need?

Angela Robbins Ph.D.

Associate Professor of History, Meredith College

History majors are in high demand in government, business, and non-profits because of the knowledge and skills they gain in the classroom. History majors, in particular, are especially good at contextualizing-that is, explaining how an event or discussion fits within the big picture. This includes how things that are going on today-such as the Capitol riot on January 6-connects to the Constitution, the balance of powers, the way democracy works, and related issues such as the implications of propaganda and misinformation. This goes well beyond merely expressing an opinion or debating two sides of an issue. Students of history do their research and practice skills of analysis, collecting and scrutinizing evidence rather than taking something at face value or only relying on a single source. We take sources apart to evaluate the credentials of their creators and search for bias. We examine sources from various creators so we take into account multiple experiences and points of view. Then we synthesize-or bring the sources together-in order to communicate what it all means. These skills are desired by employers and translate well into many careers and work environments. Seeking good evidence to answer questions and solve problems, whether that's in the classroom today or working with clients later, is a skill that employers highly value.

Students are practicing other skills that are necessary to success in the workplace, whether that will be in person or online. Time management, seeing a project through from start to finish, hosting and contributing to meetings, working on a team-whether it's two people or ten-and creating appropriate types of presentations to communicate ideas are all things our students can tell their employers they will come in with so they can hit the ground running. In addition, our majors develop self-awareness, empathy, and an appreciation of diverse opinions and approaches to problems through investigation of the life experiences of historical figures and their classroom discussions with classmates. Certainly, every employer wants you to learn the specifics within their sector, but these skills are fairly universal and will benefit majors as they move from the classroom to career.

What technical skills for an administrator secretary stand out to employers?

Christi Patton Luks

Professor (NTT) and Associate Chair for Academic Affairs, Missouri University of Science & Technology

I've always felt that the most important thing we teach our students is problem-solving skills. The students who can readily relate the theory to their practical experience to develop new solutions are the most valuable. Engineering students that are active on design teams or took advantage of internships and co-ops are in great position for this.

Do you want to know more?

List of administrator secretary skills to add to your resume

The most important skills for an administrator secretary resume and required skills for an administrator secretary to have include:

Patients
Routine Correspondence
Customer Service
Telephone Calls
Payroll
Office Procedures
Data Entry
Word Processing
Travel Arrangements
Office Equipment
Purchase Orders
PowerPoint
Scheduling Appointments
Secretarial Support
Financial Reports
Provides Administrative Support

Meeting Minutes
Clerical Support
HR
Patient Appointments
Front Desk
Administrative Functions
Expense Reports
Administrative Tasks
Event Planning
Computer System
Office Operations
Windows
Meeting Agendas
Clerical Functions
Kronos
Statistical Reports

Direct Calls
Fax Machines
Multi-Line Phone System
Administrative Assistance
Bank Deposits
Database Management
QuickBooks
Financial Statements
Conference Calls
Provide Clerical Support
Subpoenas
Travel Vouchers
PeopleSoft
Mass Mailings

Updated January 8, 2025

Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

Updated January 8, 2025

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