SECRETARYSHIPSECRETARYSHIP

WHAT IS SECRETARY? - THE WHAT IS SECRETARY? - THE DEFINITION OF A SECRETARYDEFINITION OF A SECRETARY

A secretary shall be defined as an A secretary shall be defined as an executive assistant who possesses a executive assistant who possesses a mastery of office skills, demonstrates the mastery of office skills, demonstrates the ability to assume responsibility without ability to assume responsibility without direction or supervision, exercises initiative direction or supervision, exercises initiative and judgment, and makes decisions within and judgment, and makes decisions within the scope of assigned authority.the scope of assigned authority.

The classification of a secretaries according to The classification of a secretaries according to The AdministrativeThe Administrative Management Society:Management Society:

Secretary level BSecretary level B

Performs a limited range of secretarial duties Performs a limited range of secretarial duties in a small company or for a supervisor in a in a small company or for a supervisor in a large firm. May take dictation and transcribe large firm. May take dictation and transcribe from notes and dictaphone with speed and from notes and dictaphone with speed and accuracy. Screen calls, make appointment, accuracy. Screen calls, make appointment, handles travel arrangement, answer routine handles travel arrangement, answer routine correspondence, and maintains filling system.correspondence, and maintains filling system.

Sectretary level ASectretary level A

Performs an unlimited range of Performs an unlimited range of secretarial duties for middle secretarial duties for middle management personnel or more than management personnel or more than individual. Composes and/or takes and individual. Composes and/or takes and transcribes correspondence of a complex transcribes correspondence of a complex and confidential nature. Position requires and confidential nature. Position requires a knowledge of company policy, a knowledge of company policy, procedures, and above average procedures, and above average secretarial and administrative skills.secretarial and administrative skills.

Executive Secretary/Administrative Executive Secretary/Administrative AssistantAssistantPerforms a full range of secretarial and Performs a full range of secretarial and administrative duties for high level administrative duties for high level members of executive staff. Handles members of executive staff. Handles project oriented duties and maybe held project oriented duties and maybe held accountable for the timely completion of accountable for the timely completion of this tasks. Relieves executive of routine this tasks. Relieves executive of routine administrative detail. Position requires an administrative detail. Position requires an in depth knowledge of company practice, in depth knowledge of company practice, structure, and high degree of technical structure, and high degree of technical skill.skill.

Legal Secretary-discussed laterLegal Secretary-discussed later

THREE KINDS OF SECRETARIAL THREE KINDS OF SECRETARIAL POSITION, EACH WITH DIFFERENT POSITION, EACH WITH DIFFERENT

CAREER PATH:CAREER PATH:

1.1. The traditional multifunctional secretary (also The traditional multifunctional secretary (also called junior secretary, senior secretary, called junior secretary, senior secretary, private secretary, executive secretary) – the private secretary, executive secretary) – the most common term we know.most common term we know.

2.2. The word processing secretary (also called The word processing secretary (also called word processing specialist and word processing specialist and correspondence secretary)correspondence secretary)

3.3. The administrative secretary (also called The administrative secretary (also called administrative trainee or specialist)administrative trainee or specialist)

SECRETARIAL JOB SECRETARIAL JOB DESCRIPTIONDESCRIPTION

1. Schedules appointment and maintains calendar1. Schedules appointment and maintains calendar

2. Receives and assists visitors and telephone 2. Receives and assists visitors and telephone callers.callers.

3. Arranges business itineraries and coordinates 3. Arranges business itineraries and coordinates executive’s travel requirement.executive’s travel requirement.

4. Take action authorized during executive’s 4. Take action authorized during executive’s absence.absence.

5. Take manual shorthands and transcribes from it 5. Take manual shorthands and transcribes from it or transcribes from machine dictation.or transcribes from machine dictation.

6. Types material from longhand or rough 6. Types material from longhand or rough copycopy

7. Sorts, reads, and annotates incoming mail 7. Sorts, reads, and annotates incoming mail and document and attaches appropriate and document and attaches appropriate file to facilitate necessary actionfile to facilitate necessary action

8. Determines routing, signatures required, 8. Determines routing, signatures required, and maintains follow up.and maintains follow up.

9. Composes correspondences and reports.9. Composes correspondences and reports.10. Prepares communications outlined by 10. Prepares communications outlined by

executive in oral or written directions.executive in oral or written directions.

11. Researches and abstracts information and 11. Researches and abstracts information and supporting data in preparation for meeting, work supporting data in preparation for meeting, work projects, and reports.projects, and reports.

12. Correlates and edits material submitted by 12. Correlates and edits material submitted by others. others.

13. Organizes material which may be presented to 13. Organizes material which may be presented to executive in draft format.executive in draft format.

14. Maintains fillings and records management 14. Maintains fillings and records management systems and other office flow procedures.systems and other office flow procedures.

15. Makes arrangements for and coordinates 15. Makes arrangements for and coordinates conferences and meetings.conferences and meetings.

16. May serve as recorder of minutes with 16. May serve as recorder of minutes with responsibility for transcription and distribution to responsibility for transcription and distribution to participants.participants.

17. May supervise or hire other employees 17. May supervise or hire other employees

18. Select and/or make recommendations for 18. Select and/or make recommendations for purchase of supplies and equipment, maintain purchase of supplies and equipment, maintain budget and expense account records, financial budget and expense account records, financial records, and confidential files.records, and confidential files.

19. Maintains up-to-date procedures manual for 19. Maintains up-to-date procedures manual for the specific duties handled on the job.the specific duties handled on the job.

20. Performs other duties as assigned or as 20. Performs other duties as assigned or as judgment or necessity dictates.judgment or necessity dictates.

Therea are four scopes or area of Therea are four scopes or area of secretarial duties :secretarial duties :

1. Technical skills1. Technical skills

2. An understanding of business functions 2. An understanding of business functions and interlocking functionsand interlocking functions

3. Skill in human relation3. Skill in human relation

4. Facility in oral and written communication 4. Facility in oral and written communication

DIVISION OF THE SECRETARIAL DIVISION OF THE SECRETARIAL FUNCTIONFUNCTION

TYPING ACTIVITIESTYPING ACTIVITIES

1.1. CorrespondenceCorrespondence

2.2. ReportsReports

3.3. Business formsBusiness forms

4.4. Machine Machine transcriptionstranscriptions

5.5. FilesFiles

NONTYPING NONTYPING ACTIVITIESACTIVITIES

1.1. Handling mailHandling mail

2.2. Scheduling Scheduling appointmentsappointments

3.3. Making travel Making travel arrangementsarrangements

4.4. Researching informationResearching information

5.5. Other secretarial Other secretarial servicesservices

QUALITIES OF AN IDEAL QUALITIES OF AN IDEAL SECRETARYSECRETARY

Accurate, alertAccurate, alertNeat, nicely groomedNeat, nicely groomed Industrious, intelligent, interest in jobIndustrious, intelligent, interest in jobDependable, dlligentDependable, dlligentEfficient, exercise poiseEfficient, exercise poiseAmbitious. agreeableAmbitious. agreeableLoyal. logicalLoyal. logical

Sincere, systematicSincere, systematic EnthusiasticEnthusiastic Cheerful, courteous, cooperative, confidentCheerful, courteous, cooperative, confident Reliable, resourcefulReliable, resourceful Eager to please, exercises good judgmentEager to please, exercises good judgment Tactful, thorough, trustworthy, truthffulTactful, thorough, trustworthy, truthfful Attentive, adaptableAttentive, adaptable Responsible, refinedResponsible, refined Your attitude (thoughtfulness, and helpfulness Your attitude (thoughtfulness, and helpfulness

toward others)toward others)

In order for you to become a In order for you to become a competent secretary, you must competent secretary, you must

acquire the followings:acquire the followings:

Good typing skills Good typing skills Accurate, fast shorthandAccurate, fast shorthandKnowledge of the rules of spelling, Knowledge of the rules of spelling,

capitalization, and word divisions capitalization, and word divisions Knowledge of and ability to apply the rules Knowledge of and ability to apply the rules

of grammar, punctuation, and sentence of grammar, punctuation, and sentence structure.structure.

Knowledge of filing system and Knowledge of filing system and proceduresprocedures

Knowledge of the operation of business Knowledge of the operation of business machinemachine

Communication skillCommunication skillMathematical skillMathematical skillBookkeeping skillBookkeeping skill

SECRETARIAL ENVIRONMENTSECRETARIAL ENVIRONMENT

Company officersCompany officers

1.1. President President

2.2. Executive vice presidentExecutive vice president

3.3. Vice presidentVice president

4.4. SecretarySecretary

5.5. TreasurerTreasurer

Divisions of a companyDivisions of a company

1.1. ProductionProduction

2.2. PurchasingPurchasing

3.3. Marketing :Marketing :a.a. Sales departmentSales department

b.b. Advertising departmentAdvertising department

c.c. Market research departmentMarket research department

4.4. Finance divisionFinance division

5.5. Research and development divisionResearch and development division

6.6. Administrative services division :Administrative services division :a.a. Personnel departmentPersonnel department

b.b. Information servicesInformation services