Duties and responsibilities of the administrative secretary

The main function of an Administrative Secretary is to ensure the regular performance of the administrative operations of the office in which he operates. Unlike other secretaries, administrative secretaries are responsible for a variety of administrative matters in addition to normal secretarial functions.

Administrative secretaries can be employed by any type of company that needs administrative and secretarial tasks. Because their jobs tend to involve handling confidential or sensitive information, administrative secretaries often work in the medical, legal, government, or educational sectors. They typically report to a senior member of staff, such as a manager or executive, and work exclusively in a standard office environment.

Duties and responsibilities of the administrative secretary

To ensure that the office in which they work runs smoothly and efficiently, administrative secretaries perform a wide range of duties. We analyze multiple online job postings to identify the following key activities and responsibilities.

Data entry

Due to the enormous amount of data administrative secretaries handle, data entry is an important part of their job. When entering data, both financial and personal, administrative secretaries must be prompt, discreet and accurate.

Manage correspondence

Like a regular secretary, administrative secretaries must monitor, answer, and forward phone calls, as well as other forms of correspondence. They are tasked with transferring callers to the appropriate member of staff, as well as ensuring that only relevant calls are forwarded.

Process and archive documents

From patient medical records to financial statements, administrative secretaries will often be responsible for a variety of important documents. For this reason, it is up to the administrative secretaries to ensure that all documents received are processed and filed correctly. This can include word processing, typing, editing, or formatting documents in an organized way.

Monitor supplies

Often times, administrative secretaries will be in charge of monitoring the amount of office supplies available in your office, as well as ordering replacement supplies as needed. This may involve taking inventory, recording purchased supplies, and purchasing new supplies.

Respond to customers / audience

To relieve your manager or department head of administrative responsibilities, administrative secretaries will often act as a liaison between clients and the company. This involves handling customer complaints, redirecting customers to the appropriate department, scheduling customer meetings, and recording customer inquiries.

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