CareerGPS

Secretaries, Except Legal, Medical, and Executive
Summary Occupational Forecast Data for Secretaries and Administrative Assistants, Except Legal, Medical, and Executive
Employment Employment Change Average Annual Job Openings Wage & Training Levels
2018 2023 Numerical Percent New Jobs Replacement Jobs Total Median Hourly Median Annual Training Levels
10,543 11,093 550 5.21% 110 1,159 1,269 $17.78 $36,976 High school diploma or equivalent
Description: Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.
Staffing Pattern Data Forecast Data Source: EMSI (2nd Quarter 2018)

Occupation Details

The information in this section represents occupational characteristics included in O*NET which defines key features of an occupation as a standardized, measurable set of variables called "descriptors". These distinguishing characteristics of an occupation are described in greater detail in the O*NET Content Model. All items are listed in descending order of importance.

  • 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.

Knowledge

88%
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.
75%
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.
72%
English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
66%
Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
52%
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.

Skills

81%
Speaking - Talking to others to convey information effectively.
75%
Time Management - Managing one's own time and the time of others.
75%
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.
69%
Writing - Communicating effectively in writing as appropriate for the needs of the audience.
69%
Service Orientation - Actively looking for ways to help people.
65%
Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
65%
Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
62%
Coordination - Adjusting actions in relation to others' actions.
60%
Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
56%
Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
56%
Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
53%
Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
50%
Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Abilities

88%
Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
81%
Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
78%
Written Comprehension - The ability to read and understand information and ideas presented in writing.
75%
Speech Recognition - The ability to identify and understand the speech of another person.
75%
Speech Clarity - The ability to speak clearly so others can understand you.
72%
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).
69%
Near Vision - The ability to see details at close range (within a few feet of the observer).
69%
Written Expression - The ability to communicate information and ideas in writing so others will understand.
62%
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.
60%
Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
60%
Category Flexibility - The ability to generate or use different sets of rules for combining or grouping things in different ways.
53%
Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
50%
Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

Work Activities

92%
Interacting With Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
87%
Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
84%
Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
79%
Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
78%
Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
76%
Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.
75%
Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
73%
Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
71%
Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
67%
Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others.
67%
Performing for or Working Directly with the Public - Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
65%
Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job.
62%
Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
60%
Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.
54%
Monitor Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
50%
Resolving Conflicts and Negotiating with Others - Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
Title Job Zone Two: Some Preparation Needed
Overall Experience Some previous work-related skill, knowledge, or experience is usually needed. For example, a teller would benefit from experience working directly with the public.
Job Training Employees in these occupations need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with these occupations.
Job Zone Examples These occupations often involve using your knowledge and skills to help others. Examples include sheet metal workers, forest fire fighters, customer service representatives, physical therapist aides, salespersons (retail), and tellers.
Education These occupations usually require a high school diploma.

Interests

Conventional - Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
Enterprising - Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
Social - Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.

Work Styles

Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.
Integrity - Job requires being honest and ethical.
Cooperation - Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Self Control - Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Independence - Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Concern for Others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Stress Tolerance - Job requires accepting criticism and dealing calmly and effectively with high stress situations.

Work Values

Support - Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.