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Division secretary skills for your resume and career

Updated January 8, 2025
5 min read
Quoted experts
Allison White,
Allison White
Below we've compiled a list of the most critical division secretary skills. We ranked the top skills for division secretaries based on the percentage of resumes they appeared on. For example, 11.3% of division secretary resumes contained scheduling appointments as a skill. Continue reading to find out what skills a division secretary needs to be successful in the workplace.

15 division secretary skills for your resume and career

1. 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 division secretaries use scheduling appointments:
  • Maintained calendars, scheduling appointments for Division Head and Branch Managers.
  • Assisted the Information Science Division staff in maintaining calendars, scheduling appointments and meetings, and meeting office suspenses.

2. 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 division secretaries use patient care:
  • Executed clerical and receptionist qualifications gained while working in the Patient Care Divisions.
  • Assist nursing staff with patient care such as bed mobility, transfers, toileting, ambulation and feeding.

3. EMR

Here's how division secretaries use emr:
  • Performed patient charting using EMR system efficiently and without errors
  • Maintained a prompt and organized EMR in a high-stress work environment to improve the efficiency of emergency physicians.

4. 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 division secretaries use payroll:
  • Maintained weekly payroll records using SuperCalc.
  • Input multiple crew schedules, employee payroll, division bills and parts inventory into a database for this division.

5. Travel Arrangements

Here's how division secretaries use travel arrangements:
  • Ordered and distributed office supplies using AMMS Coordinated domestic and international travel arrangements, including booking airfare, hotel and transportation.
  • Provided executive administrative to the Office Director, including made travel arrangements; edited incoming and outgoing correspondence.

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 division secretaries use office procedures:
  • Coordinate and Implement Office Procedure - Scheduling, Data & News Collection - Thai-Japanese-English Translation & Interpretation
  • Trained student workers in office procedures.

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7. Office Management

Here's how division secretaries use office management:
  • Performed a variety of clerical, office management, and advanced secretarial duties in support of staff and division operations.
  • Assisted with multi-functional human resource, accounting, and office management duties for a division of 26 people with minimal supervision.

8. Provides Administrative Support

Here's how division secretaries use provides administrative support:
  • Assist in provides administrative support in the preparation of correspondence, reports, schedules, confidential materials and various employee issues.

9. 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 division secretaries use telephone calls:
  • Received incoming telephone calls, took accurate messages when necessary and route calls to other personnel in the organization when necessary.
  • Scheduled and prepared for meetings, answered telephone calls, directed calls to appropriate division members and monitored outside visitors.

10. Meeting Minutes

Here's how division secretaries use meeting minutes:
  • Composed and distributed agenda; developed and transcribed meeting minutes.
  • Provided administrative support for meetings, conferences, and program reviews and prepared meeting minutes for distribution.

11. 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 division secretaries use clerical support:
  • Provided clerical support for the Division Manager and Division Sales Manager located in Oklahoma City offices.
  • General secretarial and clerical support using Microsoft Office programs, supervise staff

12. Office Equipment

Here's how division secretaries use office equipment:
  • Operate standard office equipment such copier, calculator, scanner, printer and fax machine.
  • Maintained office equipment service contracts and records, supply inventory, and balanced petty cash.

13. Secretarial Support

Here's how division secretaries use secretarial support:
  • Provide secretarial support to Information Technology Service Delivery Managers and respective department and staff.
  • Provided secretarial support and managed daily office operations for Technology Department of 20 people.

14. Word Processing

Here's how division secretaries use word processing:
  • Typed all correspondences/word processing for both Administrators.
  • General secretarial duties including meeting scheduling, word processing, Power Point presentations and domestic and international correspondence filing.

15. ISO

Here's how division secretaries use iso:
  • Create & maintain Standard Operating Procedures for documentation of ISO 9001 standards.
  • Maintained procedural desk manual and information lists in compliance with ISO 9001.
top-skills

What skills help Division Secretaries find jobs?

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

What hard/technical skills are most important for division 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 skills stand out on division 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 division 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!!
Do you want to know more?
Read more about what experts have to say about division secretary

List of division secretary skills to add to your resume

Division secretary skills

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

  • Scheduling Appointments
  • Patient Care
  • EMR
  • Payroll
  • Travel Arrangements
  • Office Procedures
  • Office Management
  • Provides Administrative Support
  • Telephone Calls
  • Meeting Minutes
  • Clerical Support
  • Office Equipment
  • Secretarial Support
  • Word Processing
  • ISO
  • PowerPoint
  • Patient Charts
  • Administrative Assistance
  • Subpoenas
  • Administrative Functions
  • Expense Reports
  • Travel Vouchers
  • Hotel Reservations
  • Travel Orders
  • Office Operations
  • International Travel
  • Background Checks
  • Statistical Reports
  • Multi-Line Phone System
  • Administrative Tasks
  • DTS
  • Personnel Actions
  • Physician Orders
  • Presentation Materials
  • Routine Correspondence
  • Electronic Format
  • Rough Drafts
  • Mass Mailings
  • DOD
  • Defense Travel System
  • Conference Calls

Updated January 8, 2025

Zippia Research Team
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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