It may not seem like it at first, but secretary duties are important to the function of an office as a whole.
But what do secretaries do that makes them so important?
As the one responsible for the routine organization and documentation of an office, a secretary will have to do a variety of different things.
What is a Secretary?
A secretary is someone who supports management, including executives, by organizing and preparing documents, scheduling appointments and helping other staff where needed.
What Does a Secretary Do?
In fulfilling their role, a secretary is responsible for performing basic bookkeeping and may even use a database or filing system, depending on the industry.
Here are some of the specific duties a secretary has.
Filing & Document Management
Whether the secretary is in a doctor’s office or a law firm, they will probably do a good amount of filing of customer files and other records. Good organization is crucial to making sure you can find the files you need quickly and efficiently.
In addition, documents may need to be copied or distributed through an office. It’s the secretary’s job to make sure the right documents are retrieved, scanned if necessary, and then distributed, either in person or through fax or email. Proofreading and drafting are also parts of this process.
Communication
A secretary is often the first person someone sees when they enter an office, so it’s important that the secretary be able to communicate professionally and in a friendly manner. If acting as a receptionist, it’s important to show visitors or new employees how to get where they are going.
Other times, a secretary is responsible for handling emails, phone calls, or note-taking for a manager or other executive. Writing interoffice memos may also be a part of a secretary’s day-to-day responsibilities.
Miscellaneous Office Tasks
While these generally come as a part of other secretary duties, running errands, canceling or rescheduling appointments, maintaining office supplies, and treating guests are all additional tasks a secretary may do.
Interested in Learning More About Being a Secretary?
Strengthen your skills and learn more about secretary work with Stratford Career Institute’s Administrative Assistant and Secretary distance learning course. It’s a comfortable and convenient way to get started on the path to becoming a secretary.
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Strengthen your skills and learn more about secretary work with Stratford Career Institute’s Administrative Assistant and Secretary distance learning course. It’s a comfortable and convenient way to get started on the path to becoming a secretary.