CompGeo Salary Survey Benchmark Job Summary and Competencies

Secretaries, Except Legal and Medical

The Benchmark Job Description below represents the specific Position Characteristics of the job used in the Salary Survey. Benchmark Job Descriptions should be inspected carefully to review the degree of matching between an organizations' Job and the Salary Survey Benchmark. Matching internal Jobs to Salary Survey Benchmark Jobs should not be done on Job Title alone. A thorough comparison of Salary Survey Benchmark to Internal Job Descriptions is recommended. A good overlap should exist on any comparisons used on critical Job Dimensions and Competencies.
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Secretaries, Except Legal and Medical
 
Summary Job Description Tasks
Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
 
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
 
Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
 
Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
 
Locate and attach appropriate files to incoming correspondence requiring replies.
 
Open, read, route, and distribute incoming mail and other material and answer routine letters.
 
Complete forms in accordance with company procedures.
 
Make copies of correspondence and other printed material.
 
Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
 
Compose, type, and distribute meeting notes, routine correspondence, and reports.
 
Learn to operate new office technologies as they are developed and implemented.
 
Maintain scheduling and event calendars.
 
Schedule and confirm appointments for clients, customers, or supervisors.
 
Manage projects and contribute to committee and team work.
 
Mail newsletters, promotional material, and other information.
 
Order and dispense supplies.
 
Conduct searches to find needed information, using such sources as the Internet.
 
Provide services to customers, such as order placement and account information.
 
Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
 
Prepare and mail checks.
 
Establish work procedures and schedules and keep track of the daily work of clerical staff.
 
Coordinate conferences and meetings.
 
Take dictation in shorthand or by machine and transcribe information.
 
Arrange conferences, meetings, and travel reservations for office personnel.
 
Operate electronic mail systems and coordinate the flow of information, internally and with other organizations.
 
Supervise other clerical staff and provide training and orientation to new staff.
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Secretaries, Except Legal and Medical
 
Important Knowledge Competencies Competency Description
Clerical Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
 
Customer and Personal Service Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
 
English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
 
Computers and Electronics Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
 
Administration and Management Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
 
Mathematics Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Secretaries, Except Legal and Medical
 
Important Skill Competencies Competency Description
Speaking Talking to others to convey information effectively.
 
Active Listening Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
 
Time Management Managing one's own time and the time of others.
 
Writing Communicating effectively in writing as appropriate for the needs of the audience.
 
Service Orientation Actively looking for ways to help people.
 
Reading Comprehension Understanding written sentences and paragraphs in work related documents.
 
Monitoring Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
 
Coordination Adjusting actions in relation to others' actions.
 
Social Perceptiveness Being aware of others' reactions and understanding why they react as they do.
 
Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
 
Active Learning Understanding the implications of new information for both current and future problem-solving and decision-making.
 
Judgment and Decision Making Considering the relative costs and benefits of potential actions to choose the most appropriate one.
 
Complex Problem Solving Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
 
Negotiation Bringing others together and trying to reconcile differences.
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Secretaries, Except Legal and Medical
 
Important Ability Competencies Competency Description
Oral Comprehension The ability to listen to and understand information and ideas presented through spoken words and sentences.
 
Oral Expression The ability to communicate information and ideas in speaking so others will understand.
 
Written Comprehension The ability to read and understand information and ideas presented in writing.
 
Speech Recognition The ability to identify and understand the speech of another person.
 
Speech Clarity The ability to speak clearly so others can understand you.
 
Information Ordering The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
 
Written Expression The ability to communicate information and ideas in writing so others will understand.
 
Near Vision The ability to see details at close range (within a few feet of the observer).
 
Problem Sensitivity The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
 
Deductive Reasoning The ability to apply general rules to specific problems to produce answers that make sense.
 
Category Flexibility The ability to generate or use different sets of rules for combining or grouping things in different ways.
 
Selective Attention The ability to concentrate on a task over a period of time without being distracted.
 
Inductive Reasoning The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
 
Time Sharing The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Secretaries, Except Legal and Medical
 
Tools/Technology Example Product Category
Adobe Systems Adobe InDesign Desktop publishing software
 
Appointment scheduling software Calendar and scheduling software
 
Data warehouse software Data mining software
 
Database software Data base user interface and query software
 
Desktop publishing software Desktop publishing software
 
Dictation software Voice recognition software
 
Email software Electronic mail software
 
FileMaker Pro software Data base user interface and query software
 
Filing system software Document management software
 
Graphics software Graphics or photo imaging software
 
IBM Maximo Asset Management Accounting software
 
Microsoft Access Data base user interface and query software
 
Microsoft Excel Spreadsheet software
 
Microsoft Outlook Electronic mail software
 
Microsoft PowerPoint Presentation software
 
Microsoft Word Word processing software
 
Presentation software Presentation software
 
Spreadsheet software Spreadsheet software
 
Timekeeping software Time accounting software
 
Web browser software Internet browser software
 
Web conferencing software Video conferencing software
 
Word processing software Word processing software
 
Calculators Calculators or accessories
 
Data input scanners Scanners
 
Desktop computers Desktop computers
 
Dictation equipment Dictation machines
 
Digital cameras Digital cameras
 
Fax machines Facsimile machines
 
Handheld computers Personal digital assistant PDAs or organizers
 
Laptop computers Notebook computers
 
Mobile phones Mobile phones
 
Multi-line telephone systems Special purpose telephones
 
Pagers Pagers
 
Personal computers Personal computers
 
Personal digital assistants PDA Personal digital assistant PDAs or organizers
 
Photocopiers Photocopiers
 
Photocopying equipment Photocopiers
 
Scanners Scanners
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Secretaries, Except Legal and Medical
 
Prerequisite Qualification Category Education and Experience Level
On-Site or In-Plant Training Up to and including 1 month
 
Required Level of Education High School Diploma (or GED or High School Equivalence Certificate)
 
Required Level of Education Some College Courses
 
On-the-Job Training Over 1 month, up to and including 3 months
 
On-the-Job Training Anything beyond short demonstration, up to and including 1 month
 
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Secretaries, Except Legal and Medical
 
Alternate Job Title(s)
Administrative Aide
Administrative Assistant
Administrative Associate
Administrative Clerk
Administrative Coordinator
Administrative Liaison
Administrative Resources Associate
Administrative Secretary
Administrative Specialist
Administrative Support Assistant (ASA)
Administrative Support Specialist
Administrative Technician
Administrative and Program Specialist
Alumnae Secretary
Alumni Secretary
Appointment Scheduler
Area Secretary
Clerical Secretary
Clerk Secretary
Clerk Typist
Community Youth Secretary
Confidential Secretary
Department Secretary
Escrow Assistant
Escrow Secretary
Executive Assistant
Front Office Coordinator
Membership Secretary
Office Administrator
Office Assistant
Office Manager
Office Secretary
Personal Secretary
Principal Administrative Clerk
Principal Secretary
Private Secretary
Program Assistant
Real Estate Administrative Assistant
Receptionist
Receptionist Secretary
School Attendance Secretary
School Secretary
Script Supervisor
Secretary
Secretary Office Clerk
Secretary Specialist
Secretary-Bookkeeper
Social Secretary
Staff Assistant
Statistical Secretary
Stenographer Secretary
Trust Operations Assistant
Typing Secretary
Virtual Office Assistant
 
CompGeo Occupation Group: Clerical/Secretarial
Job Family: Secretarial
Benchmark Title: Secretaries, Except Legal and Medical
 
 
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