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You are here: The Job Explorer > Job Description > Secretary Administrative

Secretary Administrative Duties and Responsibilities

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Purpose of Classification:

Performs varied clerical and secretarial duties in a department or work unit. Typical duties include drafting routine correspondence, typing, word processing, scheduling appointments, establishing and maintaining files and records. Handles differing office situations in accordance with supervisor's guidelines referring more difficult and sensitive problems to supervisor. Incumbents receive general instructions regarding tasks and require supervisor's assistance only on special projects/assignments. Incumbents use discretion, exercise initiative, independence and judgment in performance of duties; may be responsible for a specialized function, such as graduate admission procedures and tracking and/or may provide work direction to clerical staff.

Distinguishing Characteristics:

This is second in a series of four classifications. It is distinguished from Administrative Assistant in that the administrative level is allowed more decision-making authority and independence in prioritizing tasks, policy interpretation and/or budget expenditures. Incumbents may be assigned to an office such as medical, scientific or legal which may require use and familiarity of specialized terms or practices.

Examples of Duties:

  • Receives and screens telephone calls and visitors; assists visitor or caller by answering questions or providing information regarding office/department policies or procedures utilizing thorough knowledge of office operations; determines when referral to supervisor, appropriate staff member or other office staff.
  • Types/word processes, formats and proofreads materials such as manuscripts, technical documents, forms, vouchers, classroom materials and corrects grammatical, punctuation and spelling errors; types/word processes from rough draft, dictaphone or shorthand notes.
  • Organizes, establishes and maintains record-keeping systems for correspondence, documents, materials or records for an administrative function; sets up files by numerical, alphabetical or other method; records or logs incoming information and follows-up on missing or incomplete information.
  • Schedules appointments for supervisor as directed utilizing knowledge of priorities and prearranged plans; prepares daily itineraries and assembles necessary background materials for supervisor; attends meetings to record and report on proceedings.
  • Assembles, researches and summarizes information from various resources; compiles data or calculates simple statistics to prepare special or recurring reports for supervisor or other work unit members.
  • Records and tracks account expenditures; creates work sheets on computer or in a manual system; prepares periodic reports and submits to supervisor along with recommendations or simple analyses regarding account status.
  • Arranges meetings, schedules conferences, facilities and services as directed by supervisor; notifies attendees or participants of time and place, etc.
  • Assembles and distributes or mails applications, forms and general information requested by visitors, applicants, students or the general public.
  • Interacts with faculty, staff, students, alumni, visitors, patients or outside agencies to relay information on policies, procedures or unit activities; initiates responses to inquiries and requests for information by composing correspondence of a non-technical nature such as explanation of established policies/procedures; signs own or supervisor's name according to prescribed guidelines.
  • Handles personnel or other administrative forms for office department and forwards for processing; initiates supply or work order requests submitting to supervisor for approval.
  • Operates office equipment such as personal computers, mainframe/database terminals, typewriters, calculators, adding machines and copiers.
  • Supervises, monitors or coordinates activities of subordinates.

Knowledge, Skills and Abilities:

  • Knowledge of standard office practices and procedures.
  • Skill in typing/word processing and use of personal computers/software.
  • Skill in composing letters and preparing reports.
  • Skill in both verbal and written communication.

Minimum Qualifications:

Three years of secretarial/clerical experience; OR, Certificate in Secretarial Science AND two years of secretarial/clerical experience; OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.


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