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Office 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 office secretary skills. We ranked the top skills for office secretaries based on the percentage of resumes they appeared on. For example, 12.1% of office secretary resumes contained data entry as a skill. Continue reading to find out what skills an office secretary needs to be successful in the workplace.

15 office secretary skills for your resume and career

1. 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 office secretaries use data entry:

General secretarial/receptionist duties which included; switchboard operation, data entry, greeting and data entry, filing and cashier responsibility.
Performed computer data entry functions for insurance policies Maintained and organized customer files Managed incoming telephone calls and walk-in customers

2. Phone Calls

Phone calls are a wireless or wired connection made over a telephone or a mobile phone between two people. Two parties are involved in a phone call, the caller and the receiver. A caller dials the number of the one he wants to call, and the recipient hears a bell or a tune to which he picks up the call. The call establishes a connection between them through which they can communicate. The voice is converted into signals and is transmitted through wired or wireless technology.

Here's how office secretaries use phone calls:

Respond to individual consumer concerns/telephone calls to include accurately recording and entering the information in the case management system record.
Performed receptionist work such as answering telephone calls and collecting documents.

3. 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 office secretaries use telephone calls:

Responded to telephone calls from clients and callers needing information and services.
Referred telephone calls and visitors to the appropriate staff or office.

4. 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 office secretaries use scheduling appointments:

Job Duties: This included all functions of a medical office, answering phones and scheduling appointments using Perfect Care Software.
Audit, scheduling appointments, answering phones, filing, Internet experience, Microsoft word, Excel, adobe, PowerPoint.

5. 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 office secretaries use office procedures:

Interpreted administrative regulation and office procedures for senior staff.
Provided excellent customer service to students, parents and visitors in the front office while following established office procedures and protocol.

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 office secretaries use payroll:

Processed and submitted payroll information and invoices.
Performed payroll functions and Accounts Payable/Receivable.

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7. Database Management

Here's how office secretaries use database management:

Provided moderate-to-complex database management and reporting.
Results-oriented in office management, business administration, accounting, database management, customer service, billing, and relationship management.

8. Front Desk

Here's how office secretaries use front desk:

Provided front desk receptionist support including greeting and assisting all visitors, in addition to other office/clerical duties.
Back up Front Office Coordinator / over sees mail and Supply Order Delivery and processes according to defined front desk procedures.

9. PowerPoint

Here's how office secretaries use powerpoint:

Used excel to create and maintain spreadsheets daily, created presentation slides and graphics using PowerPoint for meetings.
Compose and review correspondence and spreadsheets in Microsoft Office: Word, Excel, PowerPoint and Outlook.

10. Financial Reports

Here's how office secretaries use financial reports:

Created and revised a Standard Operating Procedure guide for financial analyst to execute daily financial reports.
Compiled, prepared and verified financial reports for accuracy of accounting data using spreadsheets.

11. Word Processing

Here's how office secretaries use word processing:

Create forms/publications for division projects utilizing word processing programs/Adobe Pro/LiveCycle.
Provided office automation utilizing a computer and word processing.

12. HR

HR stands for human resources and is used to describe the set of people who work for a company or an organization. HR responsibilities revolve around updating employee records and carrying out management processes like planning, recruitment, evaluation, and selection processes. HR is a key contributor to any company or organization's growth as they are in charge of hiring the right employees, processing payrolls, conducting disciplinary actions, etc.

Here's how office secretaries use hr:

Coordinated office affairs with HR & accountant Sort out different tasks - translation & purchase Participated in a few ecology projects
Prepare action packages for promotions and awards; independently draft routine responses to inquiries regarding various HR programs.

13. Office Equipment

Here's how office secretaries use office equipment:

Prepared incoming/outgoing mail via regular and overnight; handled office inventory and maintained office equipment.
Organized/maintained files and records; handled incoming/outgoing calls; managed office equipment.

14. Transferring Calls

Here's how office secretaries use transferring calls:

Answer phones/transferring calls Filing paperwork Greeting customers
Performed various clerical and administrative functions including answering phones/transferring calls to appropriate personnel and filing department records.

15. Secretarial Support

Here's how office secretaries use secretarial support:

Assisted Associate Dean with administrative/secretarial support, including correspondence, document preparation, travel arrangements and phone reception.
Provided administrative and secretarial support to the Employment Manager, Senior Employment Representative and Employment Representatives.

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What skills help Office Secretaries find jobs?

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

What skills stand out on office 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 office 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 office 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 office 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 office 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 office 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 office secretary skills to add to your resume

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

Data Entry
Phone Calls
Telephone Calls
Scheduling Appointments
Office Procedures
Payroll
Database Management
Front Desk
PowerPoint
Financial Reports
Word Processing
HR
Office Equipment

Transferring Calls
Secretarial Support
Purchase Orders
Clerical Support
School Health
Travel Arrangements
Direct Calls
Office Machines
Computer System
Administrative Functions
QuickBooks
Office Management
Fax Machines

Windows
Bank Deposits
DOD
Multi-Line Phone System
Patient Charts
Routine Correspondence
Subpoenas
Office Operations
OSD
Customer Inquiries
Expense Reports
Event Calendars
Financial Statements

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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