Office Secretary

§ Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
§ Arrange conferences, meetings, and travel reservations for office personnel.
§ Complete forms in accordance with company procedures.
§ Compose, type, and distribute meeting notes, routine correspondence, and reports.
§ Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
§ Locate and attach appropriate files to incoming correspondence requiring replies.
§ Mail newsletters, promotional material, and other information.
§ Maintain scheduling and event calendars.
§ Make copies of correspondence and other printed material.
§ Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
§ Schedule and confirm appointments for clients, customers, or supervisors.
§ Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
§ Take dictation in shorthand or by machine, and transcribe information.
§ Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
§ Conduct searches to find needed information, using such sources as the Internet.
§ Coordinate conferences and meetings.
§ Establish work procedures and schedules, and keep track of the daily work of clerical staff.
§ Learn to operate new office technologies as they are developed and implemented.
§ Manage projects, and contribute to committee and team work.
§ Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
§ Order and dispense supplies.
§ Prepare and mail checks.
§ Provide services to customers, such as order placement and account information.
§ Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
§ Supervise other clerical staff, and provide training and orientation to new staff.
§ Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.