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Clerical secretary skills for your resume and career

Updated January 8, 2025

4 min read

Quoted experts

Allison White,

Allison White

Below we've compiled a list of the most critical clerical secretary skills. We ranked the top skills for clerical secretaries based on the percentage of resumes they appeared on. For example, 16.6% of clerical secretary resumes contained appointment scheduling as a skill. Continue reading to find out what skills a clerical secretary needs to be successful in the workplace.

15 clerical secretary skills for your resume and career

1. Appointment Scheduling

Here's how clerical secretaries use appointment scheduling:

Worked closely with patients during difficult times assisting them in appointment scheduling, psychological testing and insurance authorizations.
Administered patient relations including check-in/check out process and appointment scheduling.

2. 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 clerical secretaries use data entry:

Performed a wide variety of secretarial work from data entry for an accounting department to typing mortgage papers for a bank.
Issued parts, closed work orders, performed routine data entry, procurement of office supplies, submitted advertisements for department.

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 clerical secretaries use customer service:

Planned and coordinated business services activities including budgeting, marketing and customer service activities.
Recognized for outstanding customer service and professionalism.

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 clerical secretaries use telephone calls:

Typed, filed, copied, answered/transmitted telephone calls, maintained records, payroll, processed purchase orders for materials/supplies needed
Act as a receptionist, greeting visitors and answering telephone calls in a pleasant and efficient manner.

5. Word Processing

Here's how clerical secretaries use word processing:

Handled all word processing for scheduling, entering data for reports, production items, and invoices.
Performed secretarial duties as well as word processing assignments.

6. 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 clerical secretaries use payroll:

Worked in various administrative and academic departments including Payroll, Benefits, Electrical & Computer Engineering, and Medicinal Chemistry.
Responded to requests relating to payroll processing/preparation.

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7. Database Management

Here's how clerical secretaries use database management:

Provided moderate-to-complex database management and reporting.
Planned and coordinated technology workshops including invitations, registrations, database management, schedules, and preparation of learning materials.

8. Clerical Support

Clerical support performs activities that must be done in every workplace in order to support the company going forward. These duties, which come within the category of clerical support, are typically delegated to entry-level employees since they are simple and easy to learn. Even though clerical duties like printing and filing are easy, they require time and in many instances, other workers are preoccupied with other activities and unable to keep up with all that needs to be accomplished. As a result, many businesses employ clerical support staff who are solely responsible for these duties.

Here's how clerical secretaries use clerical support:

Learned and adapted to responsibilities of five different departments in clerical support.
Provided clerical support and maintained confidential patient files.

9. Office Machines

An office machine is a mechanical and electronic device that is used to get work done in an organization or establishment, to finish multiple works in a short time, and to enhance productivity. Office machines are essential in running a modern office and range from calculators to printers to computers.

Here's how clerical secretaries use office machines:

Maintain filing, office machines and inventory.
Operate office machines such as photocopiers, telephones, and worked on Quickbooks.

10. Office Equipment

Here's how clerical secretaries use office equipment:

Operate office equipment to prepare reports, tardy slip, invoices, letters and financial statements.
Purchased and maintained office equipment (fax, copiers, folding machines, postage meter).

11. Front Desk

Here's how clerical secretaries use front desk:

Have completed assignments working with doctors in the front desk support position.
Provide front desk support to parents and visitors.

12. Multi-Line Phone System

Here's how clerical secretaries use multi-line phone system:

Update information in Infinite Campus*File records*Fax*Answer Multi-line phones/transfer calls*Sort incoming and outgoing mail
Answered a multi-line phone system, enrolled new students, data processing.

13. PowerPoint

Here's how clerical secretaries use powerpoint:

Answer phone calls, Schedule appointments, maintain files, and computer work, often used were Microsoft Word and PowerPoint.
Published numerous pamphlets and booklets for cadet recruitment including slide shows (PowerPoint) for classroom briefings.

14. Direct Calls

Direct calls are connections established with a previous customer or client, most likely a subscriber.

Here's how clerical secretaries use direct calls:

Collect, count, and disburse money, do basic bookkeeping, answer telephones, direct calls and take messages.
Answered switchboard phone lines direct calls to appropriate staff members provide information about our program and services.

15. Fax Machines

Here's how clerical secretaries use fax machines:

Ordered all office supplies, and maintained all copiers and fax machines.
Operate photocopiers, fax machines, and other office technology.

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What skills help Clerical Secretaries find jobs?

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

What skills stand out on clerical secretary resumes?

Allison White

Associate Professor, Ohio University

Knowledge of spreadsheets software such as MS Excel is a commonly sought-after skill. Employers want word processing and spreadsheet skills but often say they want high school graduates and pay accordingly. These skills aren't always taught in high school. Those in the field should seek these skills. Additionally, medical and legal assistants have highly sought after. Terminology courses for these specialized areas are sometimes offered at the vocational schools but are usually offered at the post-secondary level.

What soft skills should all clerical 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 clerical 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.

Do you want to know more?

List of clerical secretary skills to add to your resume

The most important skills for a clerical secretary resume and required skills for a clerical secretary to have include:

Appointment Scheduling
Data Entry
Customer Service
Telephone Calls
Word Processing
Payroll
Database Management
Clerical Support
Office Machines
Office Equipment

Front Desk
Multi-Line Phone System
PowerPoint
Direct Calls
Fax Machines
Travel Arrangements
Computer System
Computer Programs
Multi-Line Telephone
Office Procedures

Administrative Functions
Patient Charts
QuickBooks
Bank Deposits
Database Systems
HR
Insurance Claims
Expense Reports
Business Transactions

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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