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Secretarial substitute skills for your resume and career

Updated January 8, 2025

2 min read

Below we've compiled a list of the most critical secretarial substitute skills. We ranked the top skills for secretarial substitutes based on the percentage of resumes they appeared on. For example, 21.0% of secretarial substitute resumes contained office equipment as a skill. Continue reading to find out what skills a secretarial substitute needs to be successful in the workplace.

15 secretarial substitute skills for your resume and career

1. Office Equipment

Here's how secretarial substitutes use office equipment:

Operated office equipment (fax, printer, copier, PC), managed attendance via district software.
Maintained and ordering office supplies, scheduled maintenance for office equipment.

2. Word Processing

Here's how secretarial substitutes use word processing:

Completed word processing assignments using Microsoft Word.
Performed a variety of office and clerical assistance tasks including ordering supplies, printing, copying, and word processing.

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 secretarial substitutes use telephone calls:

Acted as a receptionist, greeting visitors and answering telephone calls at various locations throughout the district including the district office.
Dispatched bus drivers, answered telephone calls from school personnel and parents.

4. Proofreading

Here's how secretarial substitutes use proofreading:

Processed appropriate forms by reviewing, proofreading for errors and inserting appropriate information.
Supported engineering department by proofreading written proposals and delivering plans to clients.

5. 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 secretarial substitutes use payroll:

Performed data entry in various offices including, but not limited to, payroll and tax offices.
Processed payroll and organized leave forms by pay period.

6. Office Machines

An office machine is a mechanical and electronic device that is used to get work done in an organization or establishment, to finish multiple works in a short time, and to enhance productivity. Office machines are essential in running a modern office and range from calculators to printers to computers.

Here's how secretarial substitutes use office machines:

Used office machines to perform daily work.
Operate multiline telephone system, copy machine, and other office machines

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7. Report Cards

Here's how secretarial substitutes use report cards:

Process progress reports, report cards and class lists, to teachers and staff.
Send report cards to schools to ensure that students are being graded correctly.

8. Public Schools

Public schools are available for everyone. They are funded and controlled by the government. With state guidance, each school board determines the curricula, finances, and jobs for schools within its borders. The government also decides on academic standards and standardised tests.

Here's how secretarial substitutes use public schools:

Rotated between the three public schools in Mount Holly as well as in the Board of Education Office.
Provide training for all employees using software dedicated to Public Schools.

9. Direct Calls

Direct calls are connections established with a previous customer or client, most likely a subscriber.

Here's how secretarial substitutes use direct calls:

Handle phone inquiries, answer questions and direct calls to the proper personnel.
Answer routine questions and direct callers to appropriate person.

10. Travel Arrangements

Here's how secretarial substitutes use travel arrangements:

Scheduled Committee Meetings for the County Committee on School District Organization and handled all reimbursements for Committee and made travel arrangements.
Prepared correspondence and internal memos, coordinated travel arrangements, updated monthly planner and assisted with special projects and special presentations.

11. Attendance Reports

Here's how secretarial substitutes use attendance reports:

Compiled and filed student grades, attendance reports, and, other school record
Analyze and prepare state attendance reports to measure performance and student achievements.

12. Schedule Appointments

Here's how secretarial substitutes use schedule appointments:

Helped schedule appointments and register high influx of new students of English and Portuguese speaking families.
Handle administrative details along with school communication, and schedule appointments

13. Student Attendance

Here's how secretarial substitutes use student attendance:

Transcribed and produced verification of student attendance letters, developed and provided lists of students who graduated.
Entered student attendance into computer database.

14. Fax Machines

Here's how secretarial substitutes use fax machines:

Fax machines, photo copier and computer.
Operated Copy and Fax machines for office purposes and filing 4.

15. 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 secretarial substitutes use routine correspondence:

Work independently and in coordination with other departmental personnel on routine and non-routine correspondence, reports and varied assignments.
Prepare greeting cards and routine correspondence for signature and mailing according to established guidelines.

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List of secretarial substitute skills to add to your resume

The most important skills for a secretarial substitute resume and required skills for a secretarial substitute to have include:

Office Equipment
Word Processing
Telephone Calls
Proofreading
Payroll
Office Machines
Report Cards
Public Schools
Direct Calls
Travel Arrangements

Attendance Reports
Schedule Appointments
Student Attendance
Fax Machines
Routine Correspondence
Front Desk
Elementary Schools
Student Data
Computer System
School Administration

K-12
Greeting Visitors
PowerPoint
City Schools
Multi-Line Phone System
Multi-Line Telephone
Administrative Tasks
Direct Visitors
County Schools
Bank Deposits

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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