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Occupation 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. Exclude legal, medical, or executive secretaries and administrative assistants.

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State and National Wages

Wage Table

Hourly Wage Chart

Yearly Wage Chart

Location	Pay Period	2008
		10%	25%	Median	75%	90%
United States	Hourly	$8.86	$11.13	$13.96	$17.32	$20.79
	Yearly	$18,400	$23,200	$29,000	$36,000	$43,200
South Carolina	Hourly	$9.54	$11.21	$13.52	$15.88	$18.79
	Yearly	$19,800	$23,300	$28,100	$33,000	$39,100

Wage Table

Hourly Wage Chart

Yearly Wage Chart

• High is the wage at which 90% of workers earn less and 10% earn more.
• Middle is the wage at which 50% of workers earn less and 50% earn more.
• Low is the wage at which 10% of workers earn less and 90% earn more.

Wage Table

Hourly Wage Chart

Yearly Wage Chart

• High is the wage at which 90% of workers earn less and 10% earn more.
• Middle is the wage at which 50% of workers earn less and 50% earn more.
• Low is the wage at which 10% of workers earn less and 90% earn more.

Occupation Wages FAQs

Median Wage by Occupation Across States
Compare Wages by Occupation and Local Area
Compare Wages by Metropolitan Areas

National Data Source: Bureau of Labor Statistics, Occupational Employment Statistics Survey
State Data Source: South Carolina Wage Information

State and National Trends

Note: The data for the State Employment Trends and the National Employment Trends are not directly comparable. The projections period for state data is 2006-2016, while the projections period for national data is 2008-2018.

Occupation Trends FAQs

Employment Trends by Occupation Across States
Compare Employment Trends by Occupation
Employment Trends by Industry and Occupation

National Data Source: Bureau of Labor Statistics, Office of Occupational Statistics and Employment Projections
State Data Source: South Carolina Employment Security Commission

Knowledge, Skills, and Abilities

The most important knowledge, skills, and abilities (KSAs) are listed for Secretaries, Except Legal, Medical, and Executive.

Knowledge:

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

• 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.
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Time Management - Managing one's own time and the time of others.
• Speaking - Talking to others to convey information effectively.
• Writing - Communicating effectively in writing as appropriate for the needs of the audience.

Abilities:

• Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
• Written Comprehension - The ability to read and understand information and ideas presented in writing.
• Speech Clarity - The ability to speak clearly so others can understand you.
• Speech Recognition - The ability to identify and understand the speech of another person.

Source: Occupational Information Network: Secretaries, Except Legal, Medical, and Executive.

Tasks and Activities

Occupation specific tasks and the most important generalized work activities are listed for Secretaries, Except Legal, Medical, and Executive.

Occupation Specific Tasks:

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Arrange conferences, meetings, and travel reservations for office personnel.
• Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
• Complete forms in accordance with company procedures.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• 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.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Learn to operate new office technologies as they are developed and implemented.
• 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.
• Manage projects and contribute to committee and team work.
• Open, read, route, and distribute incoming mail and other material and answer routine letters.
• Operate electronic mail systems and coordinate the flow of information, internally and with other organizations.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• 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.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Supervise other clerical staff and provide training and orientation to new staff.
• Take dictation in shorthand or by machine and transcribe information.

Generalized Work Activities:

• Interacting With Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
• Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.
• Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Detailed Work Activities:

• answer calls using switchboard
• arrange teleconference calls
• assist with business or managerial research
• compile data for financial reports
• compile itinerary of planned meetings or activities
• develop travel itinerary
• disburse checks to satisfy accounts payable
• distribute correspondence or mail
• document provision of administrative services
• enter time sheet information
• fill out business or government forms
• fill out insurance forms
• fill out purchase requisitions
• greet customers, guests, visitors, or passengers
• maintain administrative services procedures manual
• maintain appointment calendar
• maintain inventory of office equipment or furniture
• maintain inventory of office forms
• maintain job descriptions
• maintain legal forms
• maintain record of organization expenses
• maintain records, reports, or files
• maintain telephone logs
• maintain travel expense accounts
• make travel reservations
• paste up materials to be printed
• perform typing or data entry for extended duration
• prepare billing statements
• prepare contract documents
• prepare corporate minute books
• prepare financial reports
• prepare or maintain employee records
• prepare tax reports
• prepare travel vouchers
• process invoices
• process payroll documents, records, or checks
• provide technical support to computer users
• publicize job openings
• reconcile or balance financial records
• route multi-line telephone calls
• schedule meetings or appointments
• schedule or contract meeting facilities
• schedule real estate closings
• take dictation
• take meeting notes
• take messages
• transcribe spoken or written information
• type document from machine transcription
• type letters or correspondence
• use accounting or bookkeeping software
• use computers to enter, access or retrieve data
• use desktop publishing software
• use oral or written communication techniques
• use shorthand writing procedures
• use spreadsheet software
• use word processing or desktop publishing software
• write business correspondence
• write employee orientation or training materials

Source: Occupational Information Network: Secretaries, Except Legal, Medical, and Executive.

Tools and Technology

Secretaries, Except Legal, Medical, and Executive  View Detailed Report

Tools:

• Calculators or accessories - Calculators
• Desktop computers - Desktop computers
• Personal digital assistant PDAs or organizers - Handheld computers, Personal digital assistants PDA
• Photocopiers - Photocopiers, Photocopying equipment
• Scanners - Data input scanners, Scanners

Technology:

• Data base user interface and query software - Database software, FileMaker Pro software, Microsoft Access
• Desktop publishing software - Adobe Systems Adobe InDesign, Desktop publishing software
• Electronic mail software - Electronic mail software, Microsoft Outlook
• Presentation software - Microsoft PowerPoint, Presentation software
• Spreadsheet software - Microsoft Excel, Spreadsheet software

Source: Occupational Information Network: Secretaries, Except Legal, Medical, and Executive.

Education and Training

Occupation: Secretaries, Except Legal, Medical, and Executive
Most Common Educational/Training Level: Moderate-term on-the-job training
Related Instructional Programs:

• Administrative Assistant and Secretarial Science, General
• Executive Assistant/Executive Secretary

WIA Eligible Training Provider List: http://www.workforcesouthcarolina.com/provider/

Source: Bureau of Labor Statistics, Office of Occupational Statistics and Employment Projections (Education/Training Level, Educational Attainment); National Center for Education Statistics (Typical Instructional Programs)

Related Occupation Profiles
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• Billing and Posting Clerks and Machine Operators
• Court, Municipal, and License Clerks
• Insurance Claims and Policy Processing Clerks
• Legal Secretaries
• Loan Interviewers and Clerks
• Office Clerks, General
• Receptionists and Information Clerks
• Tellers
• Word Processors and Typists

Web Resources

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Financial Clerks
Information and Record Clerks
Material Recording, Scheduling, Dispatching, and Distributing Workers
Other Office and Administrative Support Workers
Secretaries and Administrative Assistants
Supervisors, Office and Administrative Support Workers

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