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Secretaries

THE JOB

SECRETARIES do many types of jobs to help run an office.  They help managers 
and workers make sure the office runs smoothly.  They keep track of the 
daily work and set up work schedules.  They use many types of office 
machines and equipment to prepare reports and messages for in the office and 
going out of the office.

Secretaries answer telephones and find out what the caller wants and then 
forward the caller to the right person.  They help visitors, set up 
schedules, make appointments, update records and files, read, open and 
direct mail and prepare answers to simple letters.  They type many kinds of 
documents using computers or word processors and then send them to printers 
or equipment that stores the information in an electronic system.  
Secretaries type rough copies of letters and reports when asked by their 
supervisors.  They type reports or letters from rough copies written by hand 
or from a tape recorder.  They check for correct spelling and grammar and 
make sure that company format policy is followed.  They may review and 
recommend changes to work done by others.  Secretaries are expected to help 
take care of problems when the supervisor is not available or to inform the 
person in charge.

Some secretaries set up their supervisor's schedule and make sure that their 
calendar is up-to-date.  They also make travel arrangements such as 
airplane, car rental, and hotel reservations.  They help arrange meetings 
and conferences, prepare meeting agendas, put  materials together, take 
notes of meetings, and prepare reports.  In small offices, Secretaries may 
also do billing, payroll or bookkeeping jobs.  In large offices, they may 
train other workers.  In most cases, a Secretary that is barely starting out 
has less to do than a Secretary with lots of experience.

Some Secretaries have experience in special areas such as in engineering or 
real estate. In most cases, they are familiar with the language, the forms 
and the procedures for working in that type of office.


WORKING CONDITIONS

Secretaries usually work in clean, well lit,  air-conditioned and heated 
places.  Some offices have nice furnishings.  These nice working conditions 
make the job enjoyable and desirable.

Secretaries work under a lot of pressure, especially when they work for more 
than one manager, administrator or other important workers.  Secretaries 
have to do many jobs at the same time and also deal with a lot of 
interruptions and breakdown of equipment.  They also work with many people 
who have different personalities.  Some people can be very difficult to work 
with.  These pressures can cause stress and the more this happens, the more 
likely that the Secretary can get sick.

Secretarial work is usually not physically hard, but sometimes they have to 
lift heavy boxes or other supplies which requires stooping and bending.  
Secretaries may have to load and take care of equipment like copiers, 
printers and other office equipment.  Secretaries who spend many hours at a 
computer or word processor can strain their eyes and muscles.

Some Secretaries are members of the Professional Secretaries International.  
This is a worldwide organization that works to improve the image of the 
secretarial profession.  It holds classes for improving and developing 
skills for Secretaries to receive their certification.


EMPLOYMENT OUTLOOK

The California Projections of Employment, published by the Labor Market 
Information Division of the Employment Development Department, estimates 
that the number of Secretaries in California will reach 322,130 by 2005, an 
increase in new jobs of 59,300 over the number there was in 1993.

There will also be an estimated 62,390 job openings due to people retiring 
or leaving the occupation.  Added to the 59,300 new jobs expected, this 
makes for an estimated total of 121,690 job opportunities through 2005.

(These figures do not include self-employment nor openings due to turnover.)

The occupation of Secretaries ranks among the top fifty largest growth 
occupations in California.

Most secretarial jobs will go to those who are well qualified and have 
strong computer skills and can work well with other people.  Many of the 
areas in the State have many secretarial workers with very few skills.  The 
largest number of jobs for Secretaries or opportunities for promotions will 
be in the big cities in California.

With more use of computers, word processing equipment and other automated 
equipment, the time that Secretaries spend on simple chores is less.  That 
does not mean that there is less for Secretaries to do.  It means that 
Secretaries are doing more work that demands personal attention.  The 
Secretaries can better use their skills in organizing, using their own 
judgment, and many of those duties which are usually handled by the manager.


WAGES, HOURS, AND FRINGE BENEFITS

The pay for Secretaries with computer skills, but with little or no 
secretarial experience goes from $1,550 to $2,200 a month.  Experienced 
Secretaries earn from $2,100 to $3,300 monthly.  Those working for top 
executives may be paid monthly from $1,800 to $3,900.  Wages paid to 
Secretaries are different depending on the skill, experience, 
responsibility, location and size of the company they work for.

Secretaries who work full time usually work from 37-1/2 to 40 hours a week.  
Benefits may include paid vacation, sick leave, health and life insurance, 
profit sharing and a pension plan.


ENTRANCE REQUIREMENTS AND TRAINING

A Secretary with experience should be able to type at least 60 words per 
minute.  Some employers require the use of shorthand for dictation and 
require the Secretary to take from 80 to 100 words per minute.  Secretaries 
should also have some hands-on experience with computer hardware and 
software.  Secretaries should be able to use software ranging from 
spreadsheets to word processing programs.  Those Secretaries with experience 
using computer hardware and software have a better chance to get a job and 
to promote.

Future Secretaries should have good training in grammar, spelling, 
composition, and math, as well as, in keying or typing.  They should also be 
familiar with office machine operations, word processors or computers, 
desktop publishing, bookkeeping, and other business subjects.  Secretarial 
training at a community college or business school is a plus.

Some of the personal abilities an employer looks for are "self starting", 
good judgment, a nice personality and telephone manner, and working well 
under pressure.  Some employers will consider persons for the job, even if 
they don't have all the skills, but do have a good personality and get along 
well with other people.  Since Secretaries get the experience to make good 
judgments and knowledge on the job, some employers will not hire applicants 
until they have two to three years of experience.

Secretaries can take classes and examinations leading to certification as a 
professional Secretary.  Certification is gotten by passing a six part test 
and meeting the experience requirement.  Information about these classes and 
tests can be gotten by writing or calling the office of Professional 
Secretaries International.  All applicants should be prepared to take 
written tests of their ability to do clerical work and performance tests for 
typing and stenography skills.


ADVANCEMENT

Secretaries often get their first jobs as clerks or stenographers, then 
advance to secretarial jobs as they get the necessary skills and 
experience.  They can, in time, promote to be administrative or executive 
secretaries or supervisors.  Some employers promote Secretaries into 
management positions.  In smaller offices, promotions maybe limited to pay 
raises based on their responsibility.


FINDING THE JOB

Jobs for Secretaries are listed with private employment agencies, placement 
offices of business and community colleges, in classified ads in newspapers, 
and the California Employment Development Department, Job Services.  
Positions may be listed by a variety of titles including Secretary, 
Secretary/Receptionist, Executive Secretary, Administrative Secretary, and  
Administrative Assistant.  Personnel offices of federal, state, and county 
governments are also good sources of employment leads.


ADDITIONAL SOURCES OF INFORMATION

Professional Secretaries International
10502 NW Ambassador Drive
P.O. Box  20404
Kansas City, MO  64195-0404
(816) 891-6600

RELATED OCCUPATIONAL GUIDES

Typists & Word Processing Technicians          No.  20
Stenographers                                  No.  25
Legal Secretaries                              No. 172
Medical Secretaries                            No. 177
Clerks, General Office                         No. 295

OCCUPATIONAL CODE REFERENCES

DOT (Dictionary of Occupational Titles, 4th ed., Rev. 1)
Secretary                                  201.362-030

OES (Occupational Employment Statistics) System
Secretaries, General                            551080


Source:  State of California, Employment Development Department,
         Labor Market Information Division, Information Services Group,
         (916) 262-2162.