An office secretary is responsible for performing administrative and clerical duties to ensure the smooth flow of operations and prevent delays with project deliverables. Office secretaries also welcome guests, respond to their inquiries and concerns, and direct them to the appropriate department or personnel for their appointments. They schedule meetings, sort documents, handle incoming and outgoing mail, as well as manage inventories for the adequacy of office supplies. An office secretary must have excellent time-management and multitasking skills to conduct tasks within a strict deadline and minimal supervision.

Office Secretary Responsibilities

Here are examples of responsibilities from real office secretary resumes representing typical tasks they are likely to perform in their roles.

  • Lead DoD team that assist Pakistan in gaining military capabilities to conduct counter-terrorism operations against the Taliban.
  • Research whereabouts of delinquent tax payers (business and personal) using internet, drivers license records and motor vehicle records.
  • Research and keep updated on Medicare and Medicaid benefits, qualification requirements, and the legal and financial effects of options.
  • Determine client eligibility for Medicaid transportation.
  • Process and submit payroll information and invoices.
  • Maintain student emergency database and label database.
  • Coordinate implementation and launch of Intranet and Internet functionality.
  • Maintain departmental inventory, purchasing/travel paperwork, and process payroll.
  • Dispatch emergency and non-emergency calls to police and security personnel.
  • Collect student information cards at registration and enter student data into computer database.
Office Secretary Traits
Interpersonal skills involves being able to communicate efficiently with multiple people regarding your thoughts, ideas and feedback.
Writing skills is important when it comes to clearing expressing yourself in any written document.
Organizational skills are essential to working as efficiently as possible through being able to focus on projects at hand while also keeping a clean workspace.

Office Secretary Job Description

Perhaps the hardest question to answer when deciding on a career as an office secretary is "should I become an office secretary?" You might find this info to be helpful. When compared to other jobs, office secretary careers are projected to have a growth rate described as "decline" at -7% from 2018 through 2028. This is in accordance with the Bureau of Labor Statistics. What's more, is that the projected number of opportunities that are predicted to become available for a office secretary by 2028 is -276,700.

An office secretary annual salary averages $34,103, which breaks down to $16.4 an hour. However, office secretaries can earn anywhere from upwards of $25,000 to $45,000 a year. This means that the top-earning office secretaries make $20,000 more than the lowest-earning ones.

It's hard work to become an office secretary, but even the most dedicated employees consider switching careers from time to time. Whether you're interested in a more challenging position or just looking for a fresh start, we've compiled extensive information on becoming a student office worker, office associate, general office clerk, and office administrator.

Office Secretary Jobs You Might Like

Office Secretary Resume Examples

Office Secretary Skills and Personality Traits

We calculated that 9% of Office Secretaries are proficient in Office Procedures, Data Entry, and Phone Calls. They’re also known for soft skills such as Interpersonal skills, Writing skills, and Organizational skills.

We break down the percentage of Office Secretaries that have these skills listed on their resume here:

  • Office Procedures, 9%

    Promoted effective correspondence and processed applications through the admission system and preformed general office work.

  • Data Entry, 9%

    General secretarial/receptionist duties which included; switchboard operation, data entry, greeting and data entry, filing and cashier responsibility.

  • Phone Calls, 8%

    Performed receptionist work such as answering telephone calls and collecting documents.

  • Telephone Calls, 6%

    Respond to individual consumer concerns/telephone calls to include accurately recording and entering the information in the case management system record.

  • Scheduling Appointments, 5%

    Job Duties: This included all functions of a medical office, answering phones and scheduling appointments using Perfect Care Software.

  • Office Supplies, 5%

    Developed and maintained a complex government office filing system and ordered general office supplies.

Some of the skills we found on office secretary resumes included "office procedures," "data entry," and "phone calls." We have detailed the most important office secretary responsibilities below.

  • Arguably the most important personality trait for an office secretary to have happens to be interpersonal skills. An example from a resume said this about the skill, "secretaries and administrative assistants interact with clients, customers, or staff" Additionally, other resumes have pointed out that office secretaries can use interpersonal skills to "strengthened my interpersonal skills by connecting with patients and other staff members. "
  • Another commonly found skill for being able to perform office secretary duties is the following: writing skills. According to a office secretary resume, "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." Check out this example of how office secretaries use writing skills: "filed confidential records and worked in the reception area.writing samples"
  • Organizational skills is also an important skill for office secretaries to have. This example of how office secretaries use this skill comes from a office secretary resume, "secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently." Read this excerpt from a resume to understand how vital it is to their everyday roles and responsibilities, "provide excellent front office support, and good organizational skills. "
  • See the full list of office secretary skills.

    After discovering the most helpful skills, we moved onto what kind of education might be helpful in becoming an office secretary. We found that 41.9% of office secretaries have graduated with a bachelor's degree and 6.3% of people in this position have earned their master's degrees. While some office secretaries have a college degree, you may find it's also true that generally it's possible to be successful in this career with only a high school degree. In fact, our research shows that one out of every five office secretaries were not college graduates.

    The office secretaries who went onto college to earn a more in-depth education generally studied business and general studies, while a small population of office secretaries studied accounting and psychology.

    Once you've obtained the level of education you're comfortable with, you might start applying to companies to become an office secretary. We've found that most office secretary resumes include experience from Akron Children's Hospital, Arnot Health, and Bullitt Central High School. Of recent, Akron Children's Hospital had 3 positions open for office secretaries. Meanwhile, there are 1 job openings at Arnot Health and 1 at Bullitt Central High School.

    Since salary is important to some office secretaries, it's good to note that they are figured to earn the highest salaries at VITAS Healthcare, San Rafael Elementary School, and Washington State Employees Credit Union. If you were to take a closer look at VITAS Healthcare, you'd find that the average office secretary salary is $40,878. Then at San Rafael Elementary School, office secretaries receive an average salary of $40,098, while the salary at Washington State Employees Credit Union is $35,391.

    View more details on office secretary salaries across the United States.

    The three companies that hire the most prestigious office secretarys are:

      What Student Office Workers Do

      We looked at the average office secretary annual salary and compared it with the average of a student office worker. Generally speaking, student office workers receive $10,880 lower pay than office secretaries per year.

      While the salaries between these two careers can be different, they do share some of the same responsibilities. Employees in both office secretaries and student office workers positions are skilled in office procedures, data entry, and phone calls.

      As far as similarities go, this is where it ends because an office secretary responsibility requires skills such as "payroll," "outgoing correspondence," "appropriate person," and "financial statements." Whereas a student office worker is skilled in "administrative tasks," "facebook," "financial aid," and "alumni." So if you're looking for what truly separates the two careers, you've found it.

      On average, student office workers reach similar levels of education than office secretaries. Student office workers are 1.2% less likely to earn a Master's Degree and 1.1% less likely to graduate with a Doctoral Degree.

      What Are The Duties Of an Office Associate?

      Office associates have varied duties and responsibilities within an organization. They are responsible for the cash management operation, customer service functions, and administrative services. Other responsibilities include organizing and maintaining files and documents, administering all bookkeeping activities, and managing the entire office. Office associates also oversee the overall human resource activities within an organization, such as handling employment forms and health insurance administration. The skills required for this position include communication skills, organizational skills, and active listening skills.

      Next up, we have the office associate profession to look over. This career brings along a higher average salary when compared to an office secretary annual salary. In fact, office associates salary difference is $5,697 higher than the salary of office secretaries per year.

      A similarity between the two careers of office secretaries and office associates are a few of the skills associated with both roles. We used resumes from both professions to find that both use skills like "office procedures," "data entry," and "phone calls. "

      But both careers also use different skills, according to real office secretary resumes. While office secretary responsibilities can utilize skills like "database," "outgoing correspondence," "secretarial support," and "student records," some office associates use skills like "company policies," "emr," "customer orders," and "sales goals."

      On the topic of education, office associates earn similar levels of education than office secretaries. In general, they're 0.2% more likely to graduate with a Master's Degree and 1.1% less likely to earn a Doctoral Degree.

      How a General Office Clerk Compares

      A general office clerk is responsible for performing various clerical duties to support business functions and ensure smooth daily operations. General office clerks respond to clients' inquiries and concerns, welcoming guests, and assisting in disseminating information across the organization. They maintain the adequacy of inventories, organize business and financial transaction reports, and perform basic bookkeeping tasks and banking transactions. A general office clerk must be highly organizational and analytical, especially in encoding account statements on the database and processing business reports required by the management.

      Let's now take a look at the general office clerk profession. On average, these workers make lower salaries than office secretaries with a $6,822 difference per year.

      Using office secretaries and general office clerks resumes, we found that both professions have similar skills such as "office procedures," "data entry," and "phone calls," but the other skills required are very different.

      Some important key differences between the two careers are a few of the skills necessary to fulfill responsibilities. Some examples from office secretary resumes include skills like "outgoing correspondence," "appropriate person," "financial statements," and "secretarial support," whereas a general office clerk might be skilled in "customer complaints," "administrative tasks," "clerical tasks," and "business transactions. "

      General office clerks make a very good living in the professional industry with an average annual salary of $26,217. Whereas office secretaries are paid the highest salary in the transportation industry with the average being $34,456.

      When it comes to education, general office clerks tend to earn similar education levels than office secretaries. In fact, they're 4.3% less likely to earn a Master's Degree, and 1.3% less likely to graduate with a Doctoral Degree.

      Description Of an Office Administrator

      Office administrators are employees who ensure that the office is running in tip-top shape. They manage the administrative needs of the office. They answer calls directed to the official company phone, manage the inventory of supplies, take charge or purchase requisitions for needed supplies, and ensure the office equipment and fixtures are taken care of. Office administrators also manage correspondences, official memoranda, and other official company documents. They also keep track of files and records to ensure that these are properly organized. At times, office administrators also take charge of welcoming guests and accompanying them to their respective meetings.

      Now, we'll look at office administrators, who generally average a higher pay when compared to office secretaries annual salary. In fact, the difference is about $1,034 per year.

      According to resumes from both office secretaries and office administrators, some of the skills necessary to complete the responsibilities of each role are similar. These skills include "office procedures," "data entry," and "phone calls. "

      Even though a few skill sets overlap, there are some differences that are important to note. For one, an office secretary might have more use for skills like "payroll," "database," "appropriate person," and "hr." Meanwhile, some office administrators might include skills like "administrative tasks," "human resources," "daily operations," and "office administration" on their resume.

      In general, office administrators make a higher salary in the technology industry with an average of $42,857. The highest office secretary annual salary stems from the transportation industry.

      The average resume of office administrators showed that they earn similar levels of education to office secretaries. So much so that the likelihood of them earning a Master's Degree is 1.8% more. Additionally, they're less likely to earn a Doctoral Degree by 1.1%.