I.C. 8038179
Subject: English V
Teacher: Aracelis Torres
School: 83 -Secretary
June 2015
CHARACTERISTICS OF A GOOD
SECRETARY
Top 10 Qualities of a Great Secretary
1. Organized and detail oriented.
2. Puts the boss's and company's "best foot
forward" since he/she will most likely come in contact with clients before
the boss does.
3. Always answers the phone and greets visitors with a
smile on his/her face and in his/her voice.
4. Has up-to-date skills and the ability to learn new
skills and procedures with ease.
5. Knows when to keep his/her mouth shut and when not
to. Doesn't quibble over the small stuff.
6. Listens well and presents solutions rather than
dwell on problems.
7. Presents a professional appearance and attitude at
all times. Doesn't bring personal problems to work.
8. Follows through quickly and efficiently with all tasks.
9. Terrific spelling and grammar skills, and knows how
to interpret the boss's hieroglyphics!
10. Remembers the pressures the boss is under and
doesn't bother the boss with every little problem.
| CHARACTERISTICS OF A GOOD SECRETARY UNIVERSITY |
The role of Secretary of a
Management Committee can be key to the efficient functioning of the Committee,
particularly in organisations with few or no paid staff members. Below are some
of the qualities, skills and knowledge which should be demonstrated by those
carrying out this role.
It does so by providing executive and administrative services to the University’s governing body the Senate and a number of Senate Standing Committees. Staff work in close co-operation with Academic Policy Services to support the academic governance of the University.
The Office manages the awarding of Honorary Degrees and Chancellor’s Medals.
The University Secretary provides advice on legislation and university policies, support to senior officers and members of Senate and Senate Committees and is also the honorary secretary to the Western Australian Rhodes Scholarship Selection Committee.
The Office of the University Secretary incorporates the Complaints Resolution Unit.
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| Imagen Secretary University |
SECRETARY
CHARACTERISTICS
OF A GOOD SECRETARY I SCHOOL
DISTINGUISHING FEATURES OF THE CLASS
 |
| Figure 1 secretary school |
This is
responsible secretarial work involving the efficient operation of a school main
office or district department. employees
in this class independently perform a variety of complex clerical operations
and minor bookkeeping functions.
The
classification of School Secretary is distinguished from other clerical job titles
by the responsibility for relieving the school principal or administrator of
administrative detail and diversity of skills required. School Secretary I is
further distinguished from School Secretary II by the location of assignment
and level of responsibility.
The School
Secretary I is typically assigned to a school building principal or small
department within the district, whereas the School Secretary II is assigned to
an executive school administrator or major district department which requires a
greater diversity of skill.
Employees in
this class are responsible for handling administrative details by arranging
conferences and appointments, directing inquiries or problems to appropriate
school officials and generally assisting the school principal or administration
by relieving him or her of routine administrative tasks. Work frequently involves
contacts with faculty, student, parents and visitors. Work is performed under
general supervision with some latitude for making independent decisions in
routine matters. Unusually important or complex assignments are reviewed in
detail upon completion.
The Top Five Characteristics to Being a Good
Executive Secretary
Behind every
executive is an executive secretary who makes business happen. Executive
secretary provide high-level administrative support, including preparing
reports, handling correspondence and scheduling meetings. As of May 2011, the
United States had 952,030 executive secretaries and assistants. The most
effective share skills in communication, organization and technology. They also
have sound judgment and understand the importance of teamwork.
Communication
Communication
skills are the most important quality for an executive assistant. Assistants
who speak and write well help shape a positive image of their company.
Assistants write letters, memos and meeting minutes, so they need to know
grammar, punctuation and spelling. They also speak with co-workers at all
levels of the organization and with members of the public, so they must talk in
clear and concise sentences. Executive assistants must listen to the needs of
others. Assistants should give complete attention to what people say and ask
questions to understand their concerns.
 |
| Figure 2 Secretary executive |
Organization
The executive
assistant’s job is fast-paced, with many responsibilities. It’s essential to
stay organized and to manage time and workspace. An executive assistant must
keep his executive’s calendar, tracking meetings and activities and scheduling
conferences and business travel. Executive assistants also must prepare and
organize reports, letters, presentations and other documents. When the
executive has conflicting priorities, the executive assistant must balance
those duties to make sure key projects meet deadlines.
The Characteristics a Good Assistant Secretary President
The
president's closest advisors work with him in the Executive Office. The
president's main advisory body is his Cabinet - which he appoints - but the
White House Office and the Bureau of Budget also have an important part to play
in supporting the president.
The 1930’s and
1940’s witnessed a great growth in Federal bureaucracy. From this time,
unelected officials from this bureaucracy have proved on occasions to be in
competition with the president. Likewise, a president has to keep a close eye
on the unelected Cabinet Secretaries who head each Executive department -
virtually an impossible task due to the size of the Executive staff and the
frequency with which these personnel have to be left to operate without someone
metaphorically looking over their shoulders. Though those who head the
Executive are hand picked by the president, he still needs as much skill in
handling these people as he does with handling Congress.
One of the
problems that a president faces, is how to get his staff to do what he wants
them to do - they might have different priorities to the president once
appointed to a position and no-one would necessarily know what interest
group(s) influence individuals in the Executive office. The president is not
the general of the Executive office with individuals who unfailingly obey his
orders. The departments of the Executive office are meant to provide the
president with speedy and simple responses to questions asked to it. This
demand has increased over the years. But what if their answers are not what the
president wishes to hear?
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| Figure 3 Secretary President |
The Administrative Secretary
The Administrative Secretary
classification is the advanced journey level in the administrative support
series.
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| Figure 4 Secretary administrative |
The
Administrative Secretary classification is distinguished from the Secretary
class in that incumbents in the Administrative Secretary class perform more
difficult and complex administrative support tasks involving a thorough
knowledge of the policies and procedures for their functional areas with a
significant degree of independent judgment. Incumbents in the Administrative
Secretary class are assigned significant responsibility for carrying out
administrative and office secretarial duties, frequently of a complex, highly
sensitive, and confidential nature in an assigned functional area, often in a
rapidly changing environment. Incumbents may also lead a small number of staff
and perform technical duties in support of assigned operations.
Secretary,
Administrative
Secretary, Administrative
JOB DESCRIPTION
Job Summary:
Under general supervision, performs administrative duties which include
maintaining department accounts, compiling information and analyzing data, and
preparing reports; coordinates activities of a department project or program;
coordinates department computing and software resources, including web
activities; prepares and processes correspondence, agendas, general papers, manuscripts,
and/or publication materials; prepares purchasing and timekeeping information.
Secretary, Administrative
CHARACTERISTIC JOB TASKS AND
RESPONSIBILITIES
May include any and/or all of the following:
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| Figure 5 secretary administrative |
Prepares and
processes confidential correspondence, reports, agendas, and general papers;
composes and types routine correspondence, memos, letters, reports, etc.;
processes exams, forms, schedules, contracts, grants, and general
correspondence; prepares and edits papers, reports, agendas, and/or manuscripts
for publication.
Maintains
departmental databases, budgets, cash controls, and accounting and purchasing
records; coordinates billing to departments; maintains accounts receivable
database system; processes and maintains payroll and personnel records for
staff and students; researches, gathers, and analyzes data.
Regularly
coordinates the activities of a department project or program; coordinates
department events; coordinates department computing and software resources,
which may include a web page.
Arranges
conferences and meetings; prepares and assembles materials; makes, confirms,
and processes travel arrangements and expense reports; schedules appointments
and arranges meetings;
screens phone calls; maintains schedules and calendars; monitors inventory.
screens phone calls; maintains schedules and calendars; monitors inventory.
Video 1
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