Your staff is the backbone of your business, but finding great personnel is a challenge faced by all recruiters. How do successful companies build their all-star teams? There are a lot of different answers to this question, and all of them might be right, but you can find strategies that work for you by analyzing your hiring process and identifying why you attract the candidates that you do. For a lot of recruiters, the answer is the job description. In order to get applications from your field’s top talent, you need to leverage your job description to attract them. If you aren’t sure how to strategize this, you can look at the Secretary job description sample below for some ideas on where to start.
Secretary Job Description Sample
This Secretary job description sample is based on an organized format to make it easy to read for applicants. You should compose your company’s job description with a general format and organization in mind, too.
Secretary Job Summary
Our Secretary position assists the entire staff with daily management of the office by performing tasks such as handling documents, greeting clients, answering phone calls and recording information. The role requires excellent verbal communication skills as well as the ability to write and email communications clearly. Secretaries are also responsible for providing direct support to management by completing delegated tasks, completing various administrative duties and effectively handling their schedules.
Secretary Job Responsibilities and Duties:
- Answer all incoming phone calls and place outgoing calls when necessary
- Route calls to appropriate personnel if available, and if not, record and pass along reason for call
- Set appointments and maintain schedules for management
- Keep office stocked with supplies such as paper, pens and ink
- Send, receive and sort the mail
- Maintain tidiness and organization of office
Secretary Skills and Qualifications
- High School Diploma
- At least two years of experience in an administrative position
- Attention to detail
- Excellent written and oral communication skills
Plano Casket Company is the premier manufacturer of products for burial and cremation. We were established to serve the needs of the deceased and their surviving families by providing a top quality selection at reasonable prices. Because of our simple yet effective business model, our popularity has grown, and we serve funeral homes around the country in addition to maintaining our own six retail stores. Each season we unveil a new collection, and the popularity of our products continues to rise. Our commitment to quality and great customer service would not be possible to uphold without help from our talented team of salespeople, administrative personnel and managers. They truly connect with our customers and provide the service that makes our company great. We understand this, and we offer all of our employees generous salaries, benefits and perks to thank them for their dedication and hard work.
Secretary Job Responsibilities
Not only does the job responsibilities section include professional skills needed for the job, it also helps jobseekers see what to expect in the role, and self-market accordingly. Is your secretary job description clear, containing enough information to accurately describe the open position? It is also important that you state the job’s main functions to ensure clarity on both ends of the application (e.g. expert Excel knowledge or speaking a second language at the intermediate level).
It is vital that you write this section in an organized and sophisticated manner. Organize the skills you require through a bullet point list, and make sure each bullet point begins with an exciting action verb. Remember, your secretary job description is the meatiest part of your listing, so you’ll want to spend time brainstorming the best and most efficient ways you can showcase the top aspects of the job. To ensure conciseness, keep your list to no less than six and no more than eight bullet points.
Below are some examples of secretary job responsibilities:
- Provide direct administrative support for the executive director
- Schedule and arrange meetings by setting up projection equipment and other meeting materials
- Attend meetings to obtain and provide information on behalf of the executive director
- Research and gather data used in departmental planning
Secretary Job Specifications
As the creator on the other side of the application, the job qualification and skills section may seem simple and straightforward. A secretary job description gives jobseekers the details of the company standards needed to succeed, such as a positive attitude, integrity and a strong sense of work ethic.
However, this section can be essential when it comes to selecting applicants who are overqualified or underqualified. Write your secretary job description in the clearest way possible so applicants will know exactly what to expect in the position. Giving specifics can save time on both ends of the application process. An accurately written description can serve as an outline for jobseekers as they apply.
Speaking with your hiring manager about the specifications can benefit both you and your team. Think about skills that are absolutely necessary for the job, as well as those that are extra perks. By clarifying what the company demands to operate, you can avoid an overflow of applications that simply do not meet the required specifications of the position.
What follows are some examples of secretary job specifications that you can include:
- Post-secondary certification in office administration
- Five years of secretary experience working in a corporate office
- Exceptional listening and communication skills
- Fluent in Spanish