Job Role Description

IT and Engineering > Administrative Assistant

Salary National Average

Low Medium High
41780.0000 46060.0000 51620.0000

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Candidate Supply: 148,255 Job Openings: 19,648

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Short Description:

An administrative assistant provides vital support to an organization by handling various clerical and administrative tasks. Their responsibilities typically include managing calendars, scheduling appointments, organizing meetings, and handling correspondence. Administrative assistants often serve as the first point of contact for clients and colleagues, requiring excellent communication and interpersonal skills. Proficiency in office software, strong organizational abilities, and attention to detail are essential for success in this role, as administrative assistants contribute to the efficient operation of an office and assist in maintaining a well-organized work environment.

Duties / Responsibilities:

  • Use computers for various applications, such as database management or word processing.
  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Create, maintain, and enter information into databases.
  • Set up and manage paper or electronic filing systems, record information, update paperwork, or maintain documents, such as attendance records, correspondence, or other material.
  • Operate office equipment, such as fax machines, copiers, or phone systems, and arrange for repairs when equipment malfunctions.
  • Greet visitors or callers, handle inquiries or direct them to the appropriate persons according to their needs.
  • Maintains scheduling and event calendars.
  • Complete forms following company procedures.
  • Schedule and confirm appointments for clients, customers, or supervisors.
  • Make copies of correspondence or other printed material.

 

Skills / Requirements / Qualifications

  • Writing: Communicating effectively in writing as appropriate for the audience's needs.
  • Active Listening: Giving full attention to what other people are saying, taking time to understand the points made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Read Comprehension: Understanding written sentences and paragraphs in work-related documents.
  • Speaking: Talking to others to convey information effectively.
  • Time Management: Managing one's own time and the time of others.
  • Service Orientation: Actively looking for ways to help people.
  • Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services, including customer needs assessment, meeting service quality standards, and evaluating customer satisfaction.
  • 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.
  • Computers and Electronics: Knowledge of general office software including MS Word, MS Excel, and MS Outlook

 

Job Zones

  • Title: Job Zone Three: Medium Preparation Needed.
  • Education: Most occupations in this zone require vocational school training, on-the-job experience, or an associate's degree.
  • Related Experience: Previous work-related skill, knowledge, or experience is required for these occupations. 
  • Job Training: Employees in these occupations usually need one or two years of on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
  • Job Zone Examples: These occupations usually involve communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. 
  • Specific Vocational Preparation in years: 1-2 years preparation (6.0 to < 7.0)

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