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Become A Work Study Office Assistant

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Working As A Work Study Office Assistant

  • Interacting With Computers
  • Getting Information
  • Performing Administrative Activities
  • Communicating with Supervisors, Peers, or Subordinates
  • Establishing and Maintaining Interpersonal Relationships
  • Mostly Sitting

  • Repetitive

  • $39,837

    Average Salary

What Does A Work Study Office Assistant Do

Secretaries and administrative assistants perform routine clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

Duties

Secretaries and administrative assistants typically do the following:

  • Answer telephones and take messages or transfer calls
  • Schedule appointments and update event calendars
  • Arrange staff meetings
  • Handle incoming and outgoing mail and faxes
  • Prepare memos, invoices, or other reports
  • Edit documents
  • Maintain databases and filing systems, whether electronic or paper
  • Perform basic bookkeeping

Secretaries and administrative assistants perform a variety of clerical and administrative duties that are necessary to run an organization efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate libraries. Secretaries and administrative assistants also use videoconferencing, fax, and other office equipment. Specific job duties vary by experience, job title, and specialty.

Executive secretaries and executive administrative assistants provide high-level administrative support for an office and for top executives of an organization. They often handle more complex responsibilities, such as reviewing incoming documents, conducting research, and preparing reports. Some also supervise clerical staff.

Legal secretaries perform work requiring knowledge of legal terminology and procedures. They prepare legal documents, such as summonses, complaints, motions, and subpoenas under the supervision of an attorney or a paralegal. They also review legal journals and help with legal research—for example, by verifying quotes and citations in legal briefs.

Medical secretaries transcribe dictation and prepare reports or articles for physicians or medical scientists. They also take simple medical histories of patients, arrange for patients to be hospitalized, or process insurance payments. Medical secretaries need to be familiar with medical terminology and codes, medical records, and hospital or laboratory procedures.

Secretaries and administrative assistants, except legal, medical, and executive is the largest subcategory of secretaries and administrative assistants. They handle an office’s administrative activities in almost every sector of the economy, including schools, government, and private corporations. For example, secretaries in schools are often responsible for handling most of the communications among parents, students, the community, teachers, and school administrators. They schedule appointments, receive visitors, and keep track of students’ records.

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How To Become A Work Study Office Assistant

High school graduates who have experience using computer software applications, such as word processing and spreadsheets, usually qualify for entry-level positions. Although most secretaries learn their job in several weeks, many legal and medical secretaries require additional training to learn industry-specific terminology. Executive secretaries usually need several years of related work experience.

Education

High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Some medical and legal secretaries learn industry-specific terminology and practices by attending courses offered at community colleges or technical schools. For executive secretary positions, employers increasingly prefer to hire those who have taken some college courses or have a bachelor’s degree.

Training

Secretaries and administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries can gain experience by working in administrative positions that have less challenging responsibilities. Many secretaries and administrative assistants advance to higher level administrative positions.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Legal secretaries have several certification options. For example, those with 1 year of general office experience, or who have completed an approved training course, can acquire the Accredited Legal Professional (ALP) certification through a testing process administered by NALS (previously known as National Association of Legal Secretaries). NALS also offers the Professional Legal Secretary (PLS) certification, considered to be an advanced certification for legal support professionals.

The Certified Legal Secretary Specialist (CLSS) certification is conferred by Legal Secretaries International in areas such as intellectual property, criminal law, civil litigation, probate, and business law. Candidates typically need to have 5 years of legal experience and pass an examination to become certified.

Advancement

Secretaries and administrative assistants generally advance to other administrative positions with more responsibilities, such as office supervisor, office manager, or executive secretary.

With additional training, many legal secretaries become paralegals or legal assistants.

Important Qualities

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

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Work Study Office Assistant Jobs

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Work Study Office Assistant Career Paths

Work Study Office Assistant
Hostess Office Manager
Account Manager
5 Yearsyrs
Substitute Teacher Lead Teacher Office Manager
Administrative Manager
6 Yearsyrs
Teacher Assistant Director Director Of Food And Beverage
Assistant General Manager
5 Yearsyrs
Office Manager Program Coordinator Assistant Director
Associate Director
8 Yearsyrs
Office Manager Billing Specialist
Billing Manager
7 Yearsyrs
Home Health Aid Unit Secretary Office Manager
Business Office Manager
8 Yearsyrs
Barista Office Manager General Manager
Chief Executive Officer
8 Yearsyrs
Substitute Teacher Teacher Assistant Director
Development Director
9 Yearsyrs
Certified Nursing Assistant Unit Secretary Assistant Office Manager
Executive Assistant/Office Manager
6 Yearsyrs
Crew Member Forklift Operator Warehouse Manager
Logistics Manager
7 Yearsyrs
Home Health Aid Patient Care Technician Medical Assistant
Office Manager
5 Yearsyrs
Teacher Case Manager Human Resources Coordinator
Office Manager Of Human Resources
6 Yearsyrs
Certified Nursing Assistant Billing Specialist Staff Accountant
Payroll Manager
7 Yearsyrs
Medical Assistant Front Desk Coordinator Office Manager
Practice Manager
9 Yearsyrs
Nanny Owner Realtor
Property Management Specialist
6 Yearsyrs
Medical Assistant Technician Production Supervisor
Quality Assurance Manager
9 Yearsyrs
Nanny Director Chief Finance Officer
Senior Executive Assistant
7 Yearsyrs
Hostess Specialist Operations Manager
Senior Manager
10 Yearsyrs
Barista Specialist Operations Manager
Site Manager
7 Yearsyrs
Crew Member Material Handler Forklift Operator
Warehouse Manager
5 Yearsyrs
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Do you work as a Work Study Office Assistant?

Help others decide if this is a good career for them

Average Length of Employment
Office Specialist 2.8 years
Office Associate 2.7 years
Office Secretary 2.5 years
Office Assistant 2.1 years
Office Assistance 2.1 years
Office Employee 2.0 years
Office Worker 2.0 years
Office Aide 1.6 years
Work Study Student 1.4 years
Top Employers Before
Cashier 14.3%
Internship 12.4%
Volunteer 4.1%
Assistant 3.6%
Hostess 2.4%
Server 2.4%
Teller 2.3%
Barista 2.1%
Mentor 2.1%
Secretary 2.1%
Manager 2.1%
Waitress 1.9%
Top Employers After
Internship 12.3%
Cashier 7.7%
Volunteer 4.7%
Teacher 4.3%
Teller 3.9%
Server 3.3%
Associate 1.9%

Do you work as a Work Study Office Assistant?

Work Study Office Assistant Demographics

Gender

Female

77.0%

Male

21.7%

Unknown

1.3%
Ethnicity

White

77.4%

Hispanic or Latino

13.4%

Asian

7.5%

Unknown

1.2%

Black or African American

0.6%
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Languages Spoken

Spanish

57.6%

French

9.8%

Mandarin

4.3%

Portuguese

3.3%

Chinese

3.3%

Japanese

3.3%

Cantonese

3.3%

Italian

2.2%

Marshallese

1.1%

Dutch

1.1%

Nepali

1.1%

Greek

1.1%

Czech

1.1%

Romanian

1.1%

Amharic

1.1%

Hmong

1.1%

Hindi

1.1%

Korean

1.1%

Navajo

1.1%

Thai

1.1%
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Work Study Office Assistant Education

Schools

Radford University

8.7%

University of North Carolina at Greensboro

7.8%

University of Texas at San Antonio

6.8%

University of Phoenix

5.8%

Liberty University

5.8%

University of Alabama

4.9%

Morehead State University

4.9%

George Washington University

4.9%

University of Texas at Arlington

4.9%

University of Massachusetts - Dartmouth

4.9%

University of North Carolina at Wilmington

4.9%

University of South Carolina - Columbia

4.9%

Trident Technical College

3.9%

Heald College - Central Administrative Office

3.9%

West Virginia University

3.9%

Alabama State University

3.9%

University of South Dakota

3.9%

Alcorn State University

3.9%

Benedict College

3.9%

Southern New Hampshire University

3.9%
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Majors

Business

23.0%

Psychology

11.2%

Criminal Justice

8.4%

Health Care Administration

6.7%

Nursing

4.1%

Accounting

3.9%

Biology

3.6%

English

3.6%

Fine Arts

3.4%

Social Work

3.4%

Medical Assisting Services

3.4%

Finance

3.2%

Sociology

3.2%

History

3.0%

Marketing

3.0%

Computer Science

2.6%

General Studies

2.6%

Elementary Education

2.6%

Communication

2.6%

Computer Information Systems

2.6%
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Degrees

Bachelors

46.9%

Associate

18.0%

Other

17.5%

Masters

10.9%

Certificate

3.6%

Diploma

2.0%

Doctorate

0.8%

License

0.3%
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Internship
Temporary

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Top Skills for A Work Study Office Assistant

DataEntryDatabaseSystemsCustomerServiceGeneralOfficeFinancialAidFrontDeskSortStudentFilesOfficeEquipmentPowerpointOfficeSuppliesAlumniStudentRecordsTravelArrangementsWordProcessingSchedulingAppointmentsStudentInformationTelephoneCallsScanOfficeSupport

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  1. Data Entry
  2. Database Systems
  3. Customer Service
You can check out examples of real life uses of top skills on resumes here:
  • Handled billing and filing in Accounting Department Collected statistics, performed data entry
  • Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
  • Developed communication skills through customer service Created new, more efficient mail-sorting system for offices in Athletics Association
  • General office organization including filing and data entry.
  • Improved (purged, maintained accurate, up-to-date, rearranged) financial aid records, assessed and solved minor issues.

How Would You Rate Working As a Work Study Office Assistant?

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Top Work Study Office Assistant Employers

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