Job Descriptions of Secretary Levels
A secretary ensures that a business runs smoothly. The secretary's general duties consist of answering telephone calls and making appointments. However, additional duties depend on a secretary's level or job description. The job requires you to have great communication skills, be proficient in grammar, typing and spelling, and have time management skills. According to the U.S. Bureau of Labor Statistics (BLS), the need for secretaries of all levels is expected to increase 11 percent between 2008 and 2018.
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Administrative Assistant
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An administrative assistant is a secretary who performs a variety of clerical and administrative duties. The secretary schedules appointments, greets visitors and opens mail. This person also creates, maintains and updates files and oversees products and temporary workers. You prepare correspondence, take notes and manage databases. According to the BLS, in 2008, the median wage for a secretary or legal assistant was $29,050 a year.
Executive Secretary
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An executive secretary is someone who provides administrative support to high-level employees such as CEOs and presidents. This secretary reviews reports, memos and submissions received by the company. The executive secretary supervises staff, prepares agendas and conducts reports. You may prepare statistical reports for your employer. According to the BLS, the median wage for an executive secretary in 2008 was $40,030 a year.
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Virtual Assistant
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A virtual assistant is a freelance secretary who works from home. The secretary answers all forms of communication such as emails, faxes and phone calls for businesses. A virtual assistant has additional responsibilities such as transcribing notes, inputting data, arranging an employer's travel arrangements, bookkeeping and desktop publishing work. You may also prepare, write and edit correspondence and reports. According to the BLS, the virtual assistant charges an hourly rate of $25 to $100 based on experience, cost of living and skills.
Medical or Legal Secretary
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A medical or legal secretary is a person who has specialized knowledge of medical or legal terminology to perform duties. A legal secretary works under the supervision of paralegals and attorneys to prepare legal documents such as motions, summonses, subpoenas, responses and complaints in addition to regular correspondence. This person assists with legal research, reviews legal journals and assists lawyers in preparing for court. A medical secretary has additional responsibilities such as transcribing dictation, assisting with reports, speeches and articles, and recording medical histories. In 2008, the median annual salary for a medical secretary was $29,680, and for a legal secretary was $39,860, according to the BLS.
Education and Training
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A high school diploma and basic office skills qualify you for entry-level positions. However, additional education and training is needed for high levels such as executive, medical and legal secretaries. The training for medical and legal secretaries typically gives you specialized knowledge of the industry and its technical jargon. An executive secretary should have a college degree. A virtual assistant receives training at a community college. All vocational training takes approximately one to two years.
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References
- Photo Credit Secretary at work image by PJGCC from Fotolia.com
