Qualities of a Great Secretary

 Student: Yajaira Mercado

I.C. 8.038179.

Subjet: English V

Teacher: Aracelis Torres

School 83 /Secretary

May 30-2015.

CHARACTERISTICS OF A GOOD SECRETARY

1.- Top 10 Qualities of a Great Secretary

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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!

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10. Remembers the pressures the boss is under and doesn't bother the boss with every little problem.

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.

2.- Quality, skills & knowledge

A good Management Committee Secretary will:

•be methodical, with a good eye for detail;

•be well organised, with an orderly mind;

•bring objectivity to the proceedings;

•deal promptly with correspondence;

•be able to take accurate notes of meetings;

•make sure members receive all the necessary material;

•bring the necessary material to the meeting;

•work well with the Chairperson;

•ensure quorum is met for meetings; and

•have knowledge or experience of committee procedures.

3.- SCHOOL SECRETARY I

DISTINGUISHING FEATURES OF THE CLASS

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.

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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.

4.- Social Secretary

Social Secretary is definitely the most enjoyable position on the committee and is perfect for anyone who’s out-going, easily approachable and willing to make a bit of a fool of themselves. The position is great fun without a whole lot of pressure; it doesn’t matter if you aren’t great with computers or insanely organised, so long as you’re sociable and fun it’s a pretty easy job. In terms of responsibility and what not, the job is really what you make it – the more you put in the more you get out, simple as that. So long as you’re enthusiastic and can deal with a few last minute dilemmas (they’re always bound to crop up occasionally) you’ll be more than capable.

5.- The Top Five Characteristics to Being a Good Executive Assistant

Behind every executive is an executive assistant who makes business happen. Executive assistants 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

6.- FULL PERFORMANCE KNOWLEDGE SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Good knowledge of secretarial practices.

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Good knowledge of office terminology, procedures, and equipment.

Good knowledge of English grammar and composition.

Good knowledge of typing techniques and practices.

Good knowledge of business arithmetic.

Ability to assign and supervise the work of a small clerical staff.

Ability to type from a Dictaphone rough draft or finished copy.

Ability to edit written material for grammatical and composition errors.

Ability to compose routine correspondence.

Ability to collect requested information for reports.

Ability to maintain a variety of school records.

Ability to prepare and process necessary personnel forms.

Ability to operate a variety of office machines and equipment such as typewriters, ditto, copier and adding machines.

Ability to learn how to operate a variety of typing equipment, which may include automated typing systems, word processors, micro-computers and word processing software.

Ability to communicate effectively with the public, students, professional and support services staff.

Ability to maintain confidentiality of records and office business.

7.- DISTINGUISHING CHARACTERISTICS

The Administrative Secretary classification is the advanced journey level in the administrative support series.

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.

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