Computer Office Professionals
As technology continues to expand in offices across the Nation, the role of the office professional has greatly evolved. Office automation and organizational restructuring have led secretaries and administrative assistants to assume a wider range of new responsibilities once reserved for managerial and professional staff. Many secretaries and administrative assistants now provide training and orientation for new staff, conduct research on the Internet, and operate and troubleshoot new office technologies. In the midst of these changes, however, their core responsibilities have remained much the same, although changed from manual to electronic performing and coordinating an office's administrative activities, storing retrieving, and integrating information for dissemination to staff and clients.
 |
Information Management
The Ashworth College Associate Degree Program in Computer Information Management offers a comprehensive, nationally accredited distance learning curriculum. It begins with courses in business principles, business communications, psychology and the Windows operating system. |
Contact: Ashworth College
|
Secretaries and administrative assistants are responsible for a variety of administrative and clerical duties necessary to run an organization efficiently. They serve as an information manager for an office, schedule meetings and appointments, organize and maintain paper and electronic files, manage projects, conduct research, and provide information via the telephone, postal mail, and e-mail. They also may prepare correspondence and handle travel arrangements.
Secretaries and administrative assistants are aided in these tasks by a variety of office equipment, such as facsimile machines, photocopiers, and telephone systems. In addition, secretaries and administrative assistants increasingly use personal computers to create spreadsheets, compose correspondence, manage databases, and create reports and documents via desktop publishing, and using digital graphics all tasks previously handled by managers and other professionals. At the same time, these other office workers have assumed many tasks traditionally assigned to secretaries and administrative assistants, such as word processing and answering the telephone. Because secretaries and administrative assistants are often relieved from dictation and typing, they can support more members of the executive staff. In a number of organizations, secretaries and administrative assistants work in teams in order to work flexibly and share their expertise.
Office Assistant
This program provides the essential training for general administrative support positions. Basic bookkeeping principles are included to enhance preparation for the clerical work many office assistants are expected to handle. |
 |
Contact: Harrison College
|
Specific job duties vary with experience and titles. Executive secretaries and administrative assistants, for example, perform fewer clerical tasks than other secretaries. In addition to arranging conference calls, and scheduling meetings, they may handle more complex responsibilities such as conducting research, preparing statistical reports, training employees, and supervising other clerical staff.
Some secretaries and administrative assistants, such as legal and medical secretaries, perform highly specialized work requiring knowledge of technical terminology and procedures. For instance, legal secretaries prepare correspondence and legal papers such as summonses, complaints, motions, responses, and subpoenas under the supervision of an attorney or paralegal. They also may review legal journals and assist in other ways with legal research, such as verifying quotes and citations in legal briefs. Medical secretaries transcribe dictation, prepare correspondence, and assist physicians or medical scientists with reports, speeches, articles, and conference proceedings. They also record simple medical histories, arrange for patients to be hospitalized, and order supplies. Most medical secretaries need to be familiar with insurance rules, billing practices, and hospital or laboratory procedures. Other technical secretaries who assist engineers or scientists may prepare correspondence, maintain the technical library, and gather and edit materials for scientific papers.
 |
Information Systems
If you are interested in becoming an information technology professional, but need to enhance your skills and knowledge before you seek employment, the Associate of Applied Science in Computer Information Systems will give you the advantage you need to attain your professional goals. |
Contact: Kaplan University Online
|
Training, Other Qualifications, and Advancement
High school graduates who have basic office skills may qualify for entry-level secretarial positions. However, employers increasingly require extensive knowledge of software applications, such as word processing, spreadsheets, and database management. Secretaries and administrative assistants should be proficient in keyboarding and good at spelling, punctuation, grammar, and oral communication. Because secretaries and administrative assistants must be tactful in their dealings with people, employers also look for good interpersonal skills. Discretion, good judgment, organizational or management ability, initiative, and the ability to work independently are especially important for higher-level administrative positions.
As office automation continues to evolve, retraining and continuing education will remain an integral part of secretarial jobs. Changes in the office environment have increased the demand for secretaries and administrative assistants who are adaptable and versatile. Secretaries and administrative assistants may have to attend classes to learn how to operate new office technologies, such as information storage systems, scanners, the Internet, or new updated software packages, or utilize online education.
Secretaries and administrative assistants acquire skills in various ways. training ranges from high school vocational education programs that teach office skills and keyboarding to 1- and 2-year programs in office administration offered by business schools, vocational-technical institutes. Many temporary placement agencies also provide formal training in computer and office skills. Many skills are often acquired, however, through on-the-job instruction by other employees or by equipment and software vendors. Specialized training programs are available for students planning to become medical or legal secretaries or administrative technology specialists. Bachelor's degrees and professional certifications are becoming increasingly important as business continues to become more global.
Visit our
Microsoft Engineering Schools
