An administrative assistant, once known as a secretary, handles the day-to-day organization of office staff and personnel, mainly dealing with the clerical aspects. These duties would include the storing, retrieving and integrating of information pertinent to the production of the specific business. Because of the advancements in technology, the responsibilities of an administrative assistant are constantly changing and evolving. The tasks that are now performed by administrative assistants were once those of managerial and professional staff. It is now common for administrative assistants to provide training and orientation for new staff; they conduct research on the Internet and operate, troubleshoot and maintain office equipment and technology.
The administrative assistant in a certain office is normally the first point of contact between the customer and business. They often perform a variety of tasks that are necessary to the organization and efficiency of how a business is run. The administrative assistant is instrumental in planning and scheduling meetings and appointments, organizing and maintaining paper and electronic files; they manage projects and utilize communication devices such as the telephone, mail, the Internet and e-mail.
It is necessary for an administrative assistant to be familiar with many types of office equipment. In performing daily tasks, an administrative assistant may need to use the fax machine, photocopier, scanner and videoconferencing and telephone equipment. Knowledge of computers is essential since most companies conduct business via the Internet. Also, many clerical duties are now being performed on the computer; such as spreadsheets, correspondence and database management. It is also necessary to be knowledgeable in creating online presentations, reports and documents that utilize software programs and digital graphics. It may also be up to the administrative assistant to negotiate with vendors, purchase supplies, and manage specific areas including the stockroom and corporate library while retrieving information from other areas.
In many cases the administrative assistant is responsible for more than just the clerical duties of the office. In many instances they act as support staff for the other employees by conducting research, preparing reports, training employees and hiring and supervising additional staff. Often times, an administrative assistant will have a specific title referring to level of experience or specialized field. Executive secretaries often perform fewer clerical tasks and handle more specific tasks.
Legal and medical secretaries work in specialized fields and are required to know specific technical terminology relating to the direct line of work. Legal secretaries are responsible for preparation of legal papers such as summonses, complaints, motions, responses and subpoenas. They work under the direction and supervision of an attorney or paralegal. Medical secretaries transcribe dictation, prepare correspondence and help doctors and scientists with reports, speeches and articles. They need to be familiar with medical insurance regulations, billing practices and lab procedures.
It is generally not necessary for an individual to seek employment as an administrative assistant. Most entry-level positions require an applicant to have a minimum of a high school diploma and knowledge in clerical procedures and software applications that include word processing, spreadsheet and database management.
It is also important for individuals seeking a career as an administrative assistant to be a proficient typist with good spelling, punctuation, and grammar and oral communication skills. Many employers also seek to hire those who are good at customer service and interaction with the public. In order to obtain more responsibilities and a higher-level position, it is also important for candidates to excel at organizational and managerial skills; they need to take initiative and be able to work independently.
Training of administrative assistants varies in many ways. Many assistants acquire the necessary skills through high school training programs that teach basic office skills and keyboarding. There are also 1-to-2-year programs offered by business schools, vocational and technical institutes and community colleges that specialize in the training of office administration. Individuals, who choose this career and are hired through temporary agencies, also receive additional training in the computer and office skills they may be lacking in. In most instances, the necessary skills are often taught while on the job.
Students who decide to become a medical or legal secretary need additional training and education to become knowledgeable if the specific subjects. In most cases it is necessary for individuals to have a bachelor’s degree and professional certification.
There are a few organizations that offer testing and certification to those candidates who are proven competent at the specific tasks. They are the International Association of Administrative Professionals; National Association of Legal Secretaries, Inc and Legal Secretaries International, Inc. With these certifications, secretaries and administrative assistants are able to build a resume that includes more prestige’s titles. Some of the titles include the Certified Professional Secretary (CPS) and the Certified Administrative Professional (CAP). These titles are earned by increases in education or passing of certification examinations. Those who become educated as a legal secretary are often designated as an Accredited Legal Secretary (ALS). With the increase in experience and certification; administrative assistants are able to earn more responsibilities in more advanced positions.
Typical salaries of administrative assistants vary based on the type of company or firm employed with, the size of employer and the location of employment. Salaries range from $29,120 per year to $33,252 per year. California boasts the highest paid administrative assistants while those employed in Florida report wages in the lower brackets. Administrative assistants employed in Illinois earn average yearly salaries of $31,000 per year while those employed in Pennsylvania earn about $30,000 per year.
Generally, secretaries and administrative assistants earn promotions to higher responsibilities with increased education and acceleration in the learning of policies and procedures associated with the specific company or firm. There are a few titles that represent a promotion; they are senior or executive secretary or administrative assistant, clerical supervisor, or office manager. Along with the new title, assistants will also gain more responsibilities along with possible management and supervisory duties. It is also possible to be promoted into other, higher positions within the company.
Administrative assistants will become more productive and necessary in coming years due to the increases in office automation and the abilities to organize and restructure electronically. Secretaries and administrative assistants are able to perform more of a variety of tasks now with the help of such digital functions as email, scanners and voice messaging systems.
Administrative assistants are now able to focus on more specialized needs of the office and the staff primarily because of the professionals and managers capabilities of corresponding via computer and cell phone. This has reduced the need for a “middle man” such as an administrative assistant to perform tasks such as taking messages, scheduling and canceling appointments and general notation and correspondence.
Overall, the salaries that are implemented for administrative assistants will vary depending on many things. The continuing of education, learning and keeping up with the changing needs of the industry will make an administrative assistant more in demand and more valuable. Those who seek to continue education with the hopes of becoming a specialized administrative assistant or secretary will benefit from the education and the increased salary that is typically associated with those with higher education and degrees. Completing a certification program and being recognized as a certified administrative assistant becomes beneficial to the individual as well as the employer.
Those seeking a career in this field such make sure they are proficient at the basic clerical duties. Many employers are willing to train on the job. Entry-level positions often lead to higher, more advanced positions for those who exemplify outstanding performances.