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Department 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 department secretary skills. We ranked the top skills for department secretaries based on the percentage of resumes they appeared on. For example, 22.3% of department secretary resumes contained patients as a skill. Continue reading to find out what skills a department secretary needs to be successful in the workplace.

15 department secretary skills for your resume and career

1. Patients

Here's how department secretaries use patients:

Ensured insurance policies were verified prior to appointment time and requested authorizations for new patients to facilitate billing and reimbursement.
Participated in departmental office management including scheduling appointments, locating local resources for discharging patients, and daily record processing.

2. 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 department secretaries use customer service:

Promoted to Assistant Supervisor Promoted to Team Leader - Office of Consumer information Supervised up to thirty-plus part-time customer service representatives.
Organized and processed incoming music manuscripts submissions, researched customer inquiries and provided appropriate customer service.

3. 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 department secretaries use data entry:

Scheduled appointments for children and the psychologist data entry contacted foster parents in reference to appointments and answering phones
Performed data entry and prepared correspondence for supervisor's signature.

4. Medical Terminology

Here's how department secretaries use medical terminology:

Type and transcribe DRA/Appeals and Utilization Committee documentation - requires knowledge of medical terminology.
Skilled in Medical Terminology* Vast majority of clerical duties* Knowledge of office equipment

5. Patient Care

Patient care entails the diagnosis, recovery, and control of sickness as well as the maintenance of physical and emotional well-being through the use of healthcare providers' services. Patient care is described as services provided to patients by health practitioners or non-professionals under guidance.

Here's how department secretaries use patient care:

Assisted Social Workers with coordination of patient care services via home or to a rehabilitation facility
Performed or assisted with any functions/activities that were necessary to promote quality patient care.

6. Word Processing

Here's how department secretaries use word processing:

Assisted with word processing projects requiring extensive output of spreadsheets and presentations
Provided secretarial/word processing office services for a major financial center.

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7. Office Equipment

Here's how department secretaries use office equipment:

Job requested basic office skills, ability to efficiently utilize computer software and other office equipment.
Operated office equipment, such as scan machines, copiers, or phone systems and arranged for repairs when equipment malfunctions.

8. 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 department secretaries use payroll:

Completed all payroll documentation, entered all payroll documentation into computer program, and submitted to payroll department.
Prepared departmental check requests and purchase orders Maintained personnel files on all departmental personnel and prepared payroll sheets.

9. Secretarial Support

Here's how department secretaries use secretarial support:

Provided administrative and secretarial support to all hospital safety committees and provided agendas, minutes and follow up.
Provided administrative and secretarial support to both the Emergency Department Medical Director, and Director of Nursing.

10. 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 department secretaries use telephone calls:

Routed visitors and telephone calls to appropriate staff and/or if necessary provided information services.
Screened and handled telephone calls regarding benefits, assisted with processing of required documentation.

11. PowerPoint

Here's how department secretaries use powerpoint:

Created PowerPoint presentations used for business development, organized files and developed spreadsheets, faxed reports and scanned documents.
Prepared materials for monthly board of directors meetings including PowerPoint presentations, agendas and minutes.

12. Provides Administrative Support

Here's how department secretaries use provides administrative support:

Assist in provides administrative support in the preparation of correspondence, reports, schedules, confidential materials and various employee issues.

13. Meeting Minutes

Here's how department secretaries use meeting minutes:

Record meeting minutes, management and preparation of professional detailed reports.
Organized and attended staff meetings and accurately compiled meeting minutes.

14. Travel Arrangements

Here's how department secretaries use travel arrangements:

Managed Physician calendar/email, travel arrangements and managed correspondence to other physicians, staff and section administrators.
Organized meetings including distribution of materials, arranging for refreshments, and made travel arrangements if necessary.

15. 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 department secretaries use clerical support:

Provided clerical support for administrative and planning functions.
Performed all other miscellaneous clerical support responsibilities.

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What skills help Department Secretaries find jobs?

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

What skills stand out on department 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 department 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 department 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 department 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 department 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 a department 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 department secretary skills to add to your resume

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

Patients
Customer Service
Data Entry
Medical Terminology
Patient Care
Word Processing
Office Equipment
Payroll
Secretarial Support
Telephone Calls
PowerPoint
Provides Administrative Support
Meeting Minutes
Travel Arrangements
Clerical Support
Purchase Orders

Scheduling Appointments
Front Desk
HR
Patient Appointments
EMR
Financial Statements
Radiology
Computer System
Expense Reports
Kronos
HIPAA
Patient Charts
Patient Charges
Patient Registration
Meditech
Insurance Verification

Routine Correspondence
Fax Machines
Medicaid
Direct Calls
Administrative Functions
Physician Orders
Provide Clerical Support
Statistical Reports
Medical Charts
Multi-Line Phone System
Administrative Tasks
Chemotherapy
JCAHO
Conference Calls
Word Processors

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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