What does an Office Secretary do?

Learn all about Office Secretary duties, skills and much more. Get expert advice on how to become an Office Secretary.

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Brenna Goyette
Certified Professional Resume Writer, Career Expert

Published 3 min read

An office secretary is responsible for a variety of administrative and clerical tasks. They may answer phones, take messages, schedule appointments, maintain files, and perform other office duties as needed.

Office Secretary job duties include:

  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • Prepare responses to correspondence containing routine inquiries.
  • Perform general office duties such as ordering supplies, maintaining records management databases, and performing basic bookkeeping work.
  • Complete forms in accordance with company procedures.
  • Schedule appointments and maintain appointment calendars.
  • Make travel arrangements for staff.
  • Compose memos, transcribe notes, and prepare reports.
  • Research and create presentations.
  • Train new office secretaries on office policies and procedures.

Office Secretary Job Requirements

Most office secretaries have at least a high school diploma, although some jobs may require postsecondary education, such as secretarial science. Many employers also prefer to hire candidates who have completed a certified professional secretary program. In addition to education and certification, employers also value experience, so office secretaries with several years of experience may have an advantage over entry-level candidates.

Office Secretary Skills

  • Filing
  • Answering phones
  • Greeting clients
  • Scheduling appointments
  • Typing
  • Proofreading
  • Creating spreadsheets
  • Maintaining databases
  • Bookkeeping
  • Preparing reports
  • Making travel arrangements

Related: Top Office Secretary Skills: Definition and Examples

How to become an Office Secretary

An Office Secretary is an important position in any company as they are responsible for handling office duties and keeping the office organized. Here are a few tips on how to become an Office Secretary:

1. Get a degree in business administration or a related field. This will give you the basic knowledge and skills needed for the job.

2. Take courses in office management and computer applications. These will help you understand how to manage an office and use different software programs that are commonly used in businesses.

3. Develop strong interpersonal skills. As an Office Secretary, you will be interacting with people on a daily basis so it’s important that you have strong communication skills.

4. Be organized and detail oriented. This is essential in keeping the office running smoothly and being able to handle multiple tasks at once.

5. Have a positive attitude. An Office Secretary needs to be able to work well under pressure and be able to deal with difficult situations with a positive attitude.

Related: Office Secretary Resume Example

Related: Office Secretary Interview Questions (With Example Answers)