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Become A Dispatch/Office Assistant

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Working As A Dispatch/Office Assistant

  • Interacting With Computers
  • Getting Information
  • Performing Administrative Activities
  • Communicating with Supervisors, Peers, or Subordinates
  • Establishing and Maintaining Interpersonal Relationships
  • Mostly Sitting

  • Repetitive

  • $32,000

    Average Salary

What Does A Dispatch/Office Assistant Do

Secretaries and administrative assistants perform routine clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

Duties

Secretaries and administrative assistants typically do the following:

  • Answer telephones and take messages or transfer calls
  • Schedule appointments and update event calendars
  • Arrange staff meetings
  • Handle incoming and outgoing mail and faxes
  • Prepare memos, invoices, or other reports
  • Edit documents
  • Maintain databases and filing systems, whether electronic or paper
  • Perform basic bookkeeping

Secretaries and administrative assistants perform a variety of clerical and administrative duties that are necessary to run an organization efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate libraries. Secretaries and administrative assistants also use videoconferencing, fax, and other office equipment. Specific job duties vary by experience, job title, and specialty.

Executive secretaries and executive administrative assistants provide high-level administrative support for an office and for top executives of an organization. They often handle more complex responsibilities, such as reviewing incoming documents, conducting research, and preparing reports. Some also supervise clerical staff.

Legal secretaries perform work requiring knowledge of legal terminology and procedures. They prepare legal documents, such as summonses, complaints, motions, and subpoenas under the supervision of an attorney or a paralegal. They also review legal journals and help with legal research—for example, by verifying quotes and citations in legal briefs.

Medical secretaries transcribe dictation and prepare reports or articles for physicians or medical scientists. They also take simple medical histories of patients, arrange for patients to be hospitalized, or process insurance payments. Medical secretaries need to be familiar with medical terminology and codes, medical records, and hospital or laboratory procedures.

Secretaries and administrative assistants, except legal, medical, and executive is the largest subcategory of secretaries and administrative assistants. They handle an office’s administrative activities in almost every sector of the economy, including schools, government, and private corporations. For example, secretaries in schools are often responsible for handling most of the communications among parents, students, the community, teachers, and school administrators. They schedule appointments, receive visitors, and keep track of students’ records.

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How To Become A Dispatch/Office Assistant

High school graduates who have experience using computer software applications, such as word processing and spreadsheets, usually qualify for entry-level positions. Although most secretaries learn their job in several weeks, many legal and medical secretaries require additional training to learn industry-specific terminology. Executive secretaries usually need several years of related work experience.

Education

High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Some medical and legal secretaries learn industry-specific terminology and practices by attending courses offered at community colleges or technical schools. For executive secretary positions, employers increasingly prefer to hire those who have taken some college courses or have a bachelor’s degree.

Training

Secretaries and administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries can gain experience by working in administrative positions that have less challenging responsibilities. Many secretaries and administrative assistants advance to higher level administrative positions.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Legal secretaries have several certification options. For example, those with 1 year of general office experience, or who have completed an approved training course, can acquire the Accredited Legal Professional (ALP) certification through a testing process administered by NALS (previously known as National Association of Legal Secretaries). NALS also offers the Professional Legal Secretary (PLS) certification, considered to be an advanced certification for legal support professionals.

The Certified Legal Secretary Specialist (CLSS) certification is conferred by Legal Secretaries International in areas such as intellectual property, criminal law, civil litigation, probate, and business law. Candidates typically need to have 5 years of legal experience and pass an examination to become certified.

Advancement

Secretaries and administrative assistants generally advance to other administrative positions with more responsibilities, such as office supervisor, office manager, or executive secretary.

With additional training, many legal secretaries become paralegals or legal assistants.

Important Qualities

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

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Dispatch/Office Assistant Career Paths

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6 Yearsyrs
Accounts Payable Clerk Payroll Administrator Office Manager
Office Manager Of Human Resources
6 Yearsyrs
Accounts Payable Clerk Payroll Specialist Office Manager
Accounts Receivable Manager
6 Yearsyrs
Legal Assistant Consultant Account Manager
Client Services Manager
7 Yearsyrs
Legal Assistant Administrator Administrative Manager
Administrative Director
8 Yearsyrs
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Help others decide if this is a good career for them

Average Length of Employment
Lead Dispatch 3.6 years
Office Specialist 3.0 years
Office Associate 2.8 years
Office Secretary 2.8 years
Dispatch Assistant 2.5 years
Office Assistant 2.2 years
Top Careers Before Dispatch/Office Assistant
Cashier 11.4%
Dispatcher 7.0%
Manager 3.1%
Server 2.6%
Teller 2.0%
Waitress 1.8%
Driver 1.8%
Supervisor 1.7%
Secretary 1.7%
Top Careers After Dispatch/Office Assistant
Cashier 7.9%
Dispatcher 7.0%
Server 4.0%
Manager 2.4%
Driver 1.9%
Internship 1.8%

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Top Skills for A Dispatch/Office Assistant

  1. Dispatch Drivers
  2. Customer Service
  3. Data Entry
You can check out examples of real life uses of top skills on resumes here:
  • Dispatch drivers to appropriate locations, according to customer request and specifications.
  • Relayed customer's inputs for continuous improvement in our customer service department database by submitting weekly service reports.
  • Maintain daily office functions such as; filing, data entry, faxing and keeping a daily log of patient transports.
  • Worked under very little supervision while answering heavy volume of inbound phone calls daily in current department.
  • Maintained and ordered all office supplies, filed and maintained all records in alphabetical order.

Dispatch/Office Assistant Demographics

Gender

Female

72.8%

Male

16.0%

Unknown

11.2%
Ethnicity

White

61.6%

Hispanic or Latino

17.9%

Black or African American

11.5%

Asian

5.4%

Unknown

3.6%
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Foreign Languages Spoken

Spanish

80.0%

Russian

4.4%

German

2.2%

Greek

2.2%

Carrier

2.2%

Armenian

2.2%

Polish

2.2%

Korean

2.2%

Arabic

2.2%
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Dispatch/Office Assistant Education

Schools

University of Phoenix

22.5%

Kaplan University

10.0%

Ashford University

6.7%

University of North Carolina at Greensboro

4.2%

Pima Community College

4.2%

University of Pennsylvania

4.2%

Southern New Hampshire University

4.2%

Concorde Career College

4.2%

Fresno City College

3.3%

Tulsa Community College

3.3%

Everest College - Phoenix

3.3%

Miami Dade College

3.3%

University of Central Florida

3.3%

University of Houston

3.3%

Allegany College of Maryland

3.3%

Austin Community College

3.3%

East Los Angeles College

3.3%

Liberty University

3.3%

South University

3.3%

Strayer University

3.3%
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Majors

Business

23.9%

Criminal Justice

9.7%

Medical Assisting Services

7.6%

Health Care Administration

7.6%

Accounting

7.2%

Psychology

6.6%

General Studies

5.7%

Nursing

5.0%

Liberal Arts

3.4%

Communication

3.1%

Cosmetology

2.6%

Computer Science

2.3%

Legal Support Services

2.3%

Medical Technician

2.1%

Human Resources Management

1.9%

Human Services

1.9%

Management

1.8%

Elementary Education

1.8%

Computer Information Systems

1.8%

Insurance

1.6%
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Degrees

Other

42.3%

Bachelors

22.6%

Associate

18.9%

Certificate

8.2%

Diploma

3.4%

Masters

3.1%

License

1.0%

Doctorate

0.5%
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