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Receptionist secretary skills for your resume and career

Updated January 8, 2025

4 min read

Quoted experts

Allison White,

Allison White

Below we've compiled a list of the most critical receptionist secretary skills. We ranked the top skills for receptionist secretaries based on the percentage of resumes they appeared on. For example, 15.4% of receptionist secretary resumes contained patients as a skill. Continue reading to find out what skills a receptionist secretary needs to be successful in the workplace.

15 receptionist secretary skills for your resume and career

1. Patients

Here's how receptionist secretaries use patients:

Formulated patient-friendly instructions for a medical patient portal and scanning documentation into patients' electronic charts.
Implemented and developed office procedures - Maintained and managed patient records and scheduled patients.

2. 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 receptionist secretaries use data entry:

Handled daily incoming calls, data entry responsibilities and processed accurate information, maintained productivity and efficiency in busy work environment.
Managed data entry, inventory, invoice production and basic maintenance of accounting logs in addition to secretarial requirements.

3. 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 receptionist secretaries use phone calls:

Utilized outstanding customer service skills when receiving phone calls regarding shipments from military members.
Assisted insurance broker in answering telephone calls and processing and delivering messages.

4. 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 receptionist secretaries use customer service:

Enhanced ability receiving payments, reconciliation of patient accounts and appropriate service billing while displaying a proven positive customer service model.
Provided excellent customer service by answering typical customer questions and forwarding customers to specific departments for more technical assistance.

5. 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 receptionist secretaries use telephone calls:

Answered external telephone calls from customers seeking information on securing birth or death certificates.
Answered incoming telephone calls, determined purpose of callers and forwarded to appropriate department/individual.

6. Appointment Scheduling

Here's how receptionist secretaries use appointment scheduling:

Worked closely with patients during difficult times assisting them in appointment scheduling, psychological testing and insurance authorizations.
Administered patient relations including check-in/check out process and appointment scheduling.

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7. 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 receptionist secretaries use payroll:

Prepared and administered payroll activities, including processing payroll for employees.
Distributed payroll checks and payroll identification cards.

8. Front Desk

Here's how receptionist secretaries use front desk:

General clerical duties including front desk responsibilities, filing, telecommunication and processing patient transfer and discharge forms.
Maintain front desk area in a professional and organized manner Perform miscellaneous job related duties as assigned

9. PowerPoint

Here's how receptionist secretaries use powerpoint:

Prepared PowerPoint presentations and distribute meeting materials.
Created, edited and distributed PowerPoint Presentations.

10. Greeting Visitors

Here's how receptionist secretaries use greeting visitors:

Performed responsible clerical duties including typing, answering busy telephones, greeting visitors, scheduling appointments.
Worked as receptionist answering and directing incoming calls, greeting visitors, and opening/distributing mail.

11. Administrative Functions

Administrative Functions all revolve around planning and managing business operations. Administrators engage in the planning and execution of different business objectives, implementing workplace policies, and organizing resources efficiently. Every action that is a step towards the business's goals is covered by Administrative Functions.

Here's how receptionist secretaries use administrative functions:

Performed routine clerical and administrative functions such as drafting correspondence, scheduling appointments and maintaining paper and electronic files.
Supported assigned administrative personnel for the purpose of providing assistance with their administrative functions.

12. Routine Correspondence

Routine Correspondence refers to communications made on a daily basis. These can be simple tasks, basic instructions, reminders, or questions often sent through a form of electronic communication like instant messaging or email. These conversations are also commonly informal and internal, such as between coworkers or managers within the same department.

Here's how receptionist secretaries use routine correspondence:

Prepared notes composed and typed routine correspondence and reports using word processor and computer terminal.
Prepared and edited routine correspondence reports and records Responded to requests for information.

13. Office Equipment

Here's how receptionist secretaries use office equipment:

Maintained various databases, operated office equipment and maintained executive staff schedules daily.
Complete projects/ documents for different departments and residents using various office equipment.

14. Word Processing

Here's how receptionist secretaries use word processing:

Performed clerical tasks that included word processing, organized medical records for current appointments.
Prepared proposals utilizing word processing software and typed carbon copy contracts on typewriter.

15. Multi-Line Phone System

Here's how receptionist secretaries use multi-line phone system:

Provided data entry, multi-line phone operation, & payment collection services*Provided additional administrative support for other office employees
Greeted visitors, answered multi-line phone system, typed/collated agent reports, Processed and filed Tax-Sheltered Annuity claims/correspondence

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What skills help Receptionist Secretaries find jobs?

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

What skills stand out on receptionist 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 receptionist 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 receptionist 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.

Do you want to know more?

List of receptionist secretary skills to add to your resume

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

Patients
Data Entry
Phone Calls
Customer Service
Telephone Calls
Appointment Scheduling
Payroll
Front Desk
PowerPoint
Greeting Visitors
Administrative Functions
Routine Correspondence

Office Equipment
Word Processing
Multi-Line Phone System
Direct Calls
Fax Machines
Clerical Support
Patient Appointments
Computer System
Bank Deposits
Travel Arrangements
Patient Charts
QuickBooks

Computer Programs
Transferring Calls
Multi-Line Telephone System
Office Machines
Administrative Tasks
Secretarial Support
Insurance Claims
Tax Returns
Greeting Clients
Telephone Switchboard

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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