Michigan Occupational Information System
#060 - SECRETARY  

Secretaries perform a variety of clerical tasks and assume minor executive responsibilities in order to keep an office running smoothly. Their main purpose is to conserve the employer's time by organizing the office and by taking over some administrative details. Duties are related to the nature of the employer's business and to the relationship of the position to the organization as a whole.  

JOB DUTIES  

Secretaries may:

Take dictation by hand or by machine  

Type from rough drafts, dictation, or from tape-recorded notes  

Write and type routine letters and memorandums  

Draft and type reports  

Make copies of correspondence or other printed matter  

Take care of mail  

File and Fax Documents  

Greet callers  

Make appointments  

Receive and place telephone calls  

Keep records and time cards  

Do some bookkeeping  

Arrange for conferences, meetings, and travel accommodations  

Supervise other clerical staff  

Secretaries may also record minutes of staff meetings and oversee other clerical personnel.  

The tools and equipment used may include:

OCCUPATIONAL SPECIALTIES  

Secretaries may specialize in these areas:

201.362-030 SECRETARIES perform a variety of clerical tasks and assume minor executive responsibilities in order to keep an office running smoothly.  

201.362-010 LEGAL SECRETARIES do legal research and help prepare legal documents and correspondence along with regular secretarial tasks. They should know legal terms.  

201.362-014 MEDICAL SECRETARIES should be familiar with medical terms. They may take case histories from patients and prepare medical charts and reports along with regular secretarial tasks. They may also prepare and send bills to patients and record appointments.  

201.362-022 SCHOOL SECRETARIES perform secretarial duties in an elementary or secondary school. In addition to general secretarial duties, they may receive and disburse funds for lunches, supplies, and student activities; perform bookkeeping duties; maintain a calendar of school events; and assist school librarians.  

201.362-018 MEMBERSHIP SECRETARIES, in addition to regular secretarial duties, compile and maintain membership lists, record receipts of dues and contributions, and give information to members. They may prepare and send out newsletters, promotional materials, and other publications to persons on the mailing list. Some may also be responsible for compiling financial reports.  

202.362-014 STENOGRAPHERS take dictation of correspondence, reports, and other matters from one or more persons using a system of rapid writing such as shorthand or speedwriting or a stenotype or dictation machine. The dictation is transcribed later into presentable typewritten form.  

203.582-058 TRANSCRIBING-MACHINE OPERATORS use typewriters to transcribe letters, reports, or other recorded data heard through the earphones of a transcribing (voice reproducing) machine. They may be known by other titles, according to the subject matter transcribed, such as legal transcriber or medical transcriptionist.  

In addition to learning about these specialties, you may also find it helpful to explore the following MOIScripts:  

WORKING CONDITIONS AND REQUIREMENTS  

Secretaries may have their own office and work alone or work in a large, busy, and often noisy office with other employees. Some Secretaries may supervise clerks, typists, or stenographers. They may be supervised by an office manager. Stenographers may work alone, with others in a stenographic pool, or with others who are performing general office duties. They may take dictation from only one person or from several people depending on the type of firm.  

Most Secretaries work in clean, comfortable offices, with modern well-maintained equipment, offices may be small and plain or fairly large.  

Most Secretaries and Stenographers work a 5-day, 35 to 40-hour week. A Secretary to a business person tends to work the same schedule as his or her employer. A social or personal Secretary's work schedule may be much more varied. Occasionally, overtime work may be required to meet a deadline or to complete an extra heavy workload. A Secretary may be employed on a seasonal basis or part time.  

Some Secretaries may belong to The Office and Professional Employees International Union or a labor union representing all the employees at their place of work. Secretaries may also become members of The Professional Secretaries International. Those who belong to a union or association may be required to pay periodic dues.  

You Should Prefer:

• Activities concerning communication of ideas or information  

• Activities involving business contact with people  

• Activities of a routine nature, if a Stenographer  

You Should Be Able To:

• Deal effectively with people in actual job duties  

• Understand the meanings of words and ideas and present information  

• Take and follow orders  

• Make logical decisions based on personal judgment  

• Perform arithmetical operations quickly and accurately  

• See details and recognize errors in written materials  

• Keep confidential information secret  

• Perform a variety of office duties which may change often  

• Perform repetitive tasks, if a Stenographer  

Math Problem You Should Be Able to Solve:

The company you are working for has a fiscal year ending on March 31. On January 31, it borrowed $40,000 by giving a 6-month, 15% note. The company's March 31 balance sheet should report interest payable of $__________.  

Reading Example You Should Be Able to Read and Comprehend:

You need to be able to read and understand the terms and concepts used in the office which you are working in.  

"Set up a meeting to discuss the final assessment of Mrs. Brown, I will need the record of her scores from her SCII, MB, and TJ."  

Writing Example You Should Be Able to Produce:

Prepare a letter to Mr. Taylor explaining the loss of his records along with the company's sincere apologies.  

Thinking Skill You Should Be Able to Demonstrate:

Must be able to think ahead. Secretaries are generally responsible for the organization in an office and therefore a secretary needs to be able to know when administrators and staff are available -- sometimes months ahead of time.  

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EDUCATION AND PREPARATION OPPORTUNITIES  

NOTE: A High School Diploma with specific Vocational Education Classes or a Certificate (program of up to one year of study beyond high school) or an Associate Degree (two years of study beyond high school) or an Apprenticeship (usually three to four years of training beyond high school) or a Bachelor's Degree (four years of study beyond high school) may qualify a person for this occupation.

The following education and preparation opportunities are helpful in preparing for occupations in the:  

***SCHOOL SUBJECTS***

0600 BUSINESS , 0700 CAREERS , 0900 COMMUNICATIONS , 1000 COMPUTERS , 1100 ECONOMICS , 1300 ENGLISH , 2200 MATH , 3300 TECHNOLOGY

***VOCATIONAL EDUCATION PROGRAMS***

009 SECRETARIAL & RELATED PROGRAMS

This program prepares students to record and transcribe communications, to provide administrative support, and to abstract, classify, and file information. Word processing skills are an integral part of the program. Advanced secretarial students, who complete their instructional activities before the end of the year, may enroll in other vocational programs to acquire additional skills. Skills could be acquired, for example, in a graphic arts program for such occupations as forms designer, keyboard operator, keyliner, offset press operator, and proofreader.  

The following courses may be required for completion of this program:

017 MEDICAL OFFICE CLUSTER

Approved vocational education programs in Medical Office Cluster prepare students to perform functions assigned by a physician in the physician's office or clinic. Students learn to perform such duties as answering the telephone, relaying messages, receiving and directing visitors, transcribing orders, and preparing requisition forms in the nursing unit of a hospital or other health care facility, under the supervision of a head nurse.  

The following courses may be required for completion of this program:

MEDICAL ASSISTING  

WARD CLERK  

High school students should consult their guidance office for more information about the specific requirements of this program at their school or area vocational education center.  

***POSTSECONDARY PROGRAMS***

158 SECRETARIAL STUDIES

Programs in Secretarial Studies provide opportunities to gain the knowledge and skills needed for employment in many types of office settings and at many skill levels including management. Individuals who teach Secretarial studies at the secondary school level must have a Michigan Teaching Certificate.  

Courses vary from school to school but may include:

Search for a College and/or Instructional Program

***APPRENTICESHIP OPPORTUNITIES***

053 MEDICAL SECRETARY

Some people enter occupations within this through an apprenticeship program. An apprenticeship program is a formal program that takes 3 - 5 years to complete with most of the time spent on the job. Apprenticeship programs for this occupation usually include:  

WHAT IS LEARNED ON THE JOB

WHAT IS LEARNED IN THE CLASSROOM

***MILITARY TRAINING OPPORTUNITIES***

Please check the Military website at http://www.myfuture.com

ADMINISTRATIVE SUPPORT SPECIALISTS

The military must keep accurate information for planning and managing its operations. Written and automated records are kept on equipment, funds, personnel, supplies, and all other aspects of the military. Administrative support specialists record information, type reports, and maintain files to assist in the operation of military offices.  

What They Do

Administrative support specialists in the military perform some or all of the following duties:  

• Type letters, reports, requisition (order) forms, and official orders  

• Proofread written material for spelling, punctuation, and grammatical errors  

• Organize and maintain files and publications  

• Order office supplies  

• Greet and direct office visitors  

• Sort and deliver mail to office workers  

• Schedule training and leave for unit personnel  

• Answer phones and provide general information  

• Take dictation and make notes of meetings using shorthand or stenotype machines  

Work Environment

Administrative support specialists work in office settings, both on land and aboard ships.  

Helpful Attributes

Helpful school subjects include English, math, shorthand, and typing. Helpful attributes include:  

• Interest in keeping organized and accurate records  

• Preference for office work  

• Interest in operating typewriters, word processors, and other office machines  

• Ability to organize and plan  

Civilian Counterparts

Civilian administrative support specialists work in most business, government, and legal offices. They perform duties similar to military administrative support specialists and are called clerk typists, secretaries, general office clerks, administrative assistants, or office managers.  

Training Provided

Job training consists of 6 to 10 weeks of classroom instruction, including practice in various office functions. Course content typically includes:  

• English grammar, spelling and punctuation  

• Typing and clerical skills  

• Setting up and maintaining filing and publication systems  

• Preparing forms and correspondence in military style  

Further training occurs on the job.

Opportunities

The military has about 47,200 administrative support specialists. On average, the services need about 3,600 new specialists each year. After job training, specialists develop their skills under close supervision. As they gain experience, specialists are assigned more difficult tasks and work more independently. In time, they may supervise and eventually manage an office. With experience and additional training, they may become secretaries, legal technicians, personnel specialists or enter related fields.    

E-Learning Courses and Programs    

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OPPORTUNITIES FOR EXPERIENCE AND METHODS OF ENTRY  

Most employers require applicants to have a minimum typing speed of 50-60 words per minute, operate word processing equipment, and have competence in spelling, punctuation, and grammar. Medical Secretaries may complete an apprenticeship program. Some Secretaries are required to have dictation (shorthand) skills.  

School-to-Work opportunities include:

informal apprenticeships  

mentorships  

job shadowing experiences  

touring a local Secretary employer  

internships  

volunteer work with a Secretary employer  

community service work with an agency  

Secondary vocational secretarial and medical office cluster programs, formal apprenticeships for Medical Secretaries, and postsecondary secretarial studies programs may offer co-op or internship opportunities. Opportunities for temporary or part-time work should be plentiful during peak business periods. Military service may provide experience also.  

Individuals interested in employment as Secretaries may find work by applying directly to employers or Civil Service offices. Assistance is available through school placement offices, Michigan Works! offices, and by checking newspaper want ads. A future Medical Secretary may seek a formal apprenticeship. In addition, you should access and search the Internet's on-line employment services sites such as:   

Michigan Talent Bank

Michigan Jobs & Career Portal

Classifieds Employment  

Yahoo! Careers

You should also enter an electronic resume on these on-line services.  

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EARNINGS AND ADVANCEMENT  

Earnings of Secretaries depend on experience, skills, and education; job responsibilities; and type, size, and location of the employer.  

Nationally, Secretaries with little experience earned an average of $22,700 yearly in 1998. Those with more complex responsibilities earned more, with a few corporate executive Secretaries earning more than $50,000. Stenographers earned median salaries of $23,712 in 1998. In 1999, depending on experience and job classification level, Secretaries entering federal government service started at $18,041, $20,588, or $22,948 annually; while stenographers started at $16,392 or $20,588. The salaries of these federal government workers may be higher in some urban areas.  

In Michigan, Secretaries earned an average annual income between $20,800 and $30,900 in 1998, depending on their level of responsibility.  

Annual salaries of Secretaries working for private employers in Michigan in 1998 were:  

In mid 1999, Secretaries and executive Secretaries employed by the State of Michigan earned $26,351 to $42,031 per year, while Stenographers earned between $23,156 and $33,492.  

Some employers pay annual bonuses based on length and service, job performance, or company profits.  

Depending on the employer, most Secretaries receive paid vacations and holidays; life, accident, disability, and hospitalization insurance; retirement plans; and sick pay. Some Secretaries receive dental insurance, tuition reimbursement, and optical insurance. Some employers have a savings or stock investment plan.  

Secretaries often begin as a clerk/typist and may advance to Stenographer, Secretary, executive Secretary or manager. Extensive knowledge of the employer's operations makes executive Secretaries good candidates for promotion to management positions. After gaining knowledge and experience, Secretaries can qualify for the designation Certified Professional Secretary (C.P.S.) by passing a series of exams given by the institute for certifying Secretaries of the Professional Secretaries International.  

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EMPLOYMENT AND OUTLOOK  

Nationally, approximately 3,500,600 Secretaries, including Stenographers, were employed in 1996. Employment of Secretaries and Stenographers is expected to grow about as fast as the average for all occupations through the year 2006. About 27.2% of Stenographers were self employed.  

The industry distribution for Secretaries and Stenographers looked like this:  

Since almost every type of business and profession employs Secretaries, qualified Secretaries should be able to find jobs. Secretaries who are familiar with different kinds of office machines and a range of procedures should have better prospects than less-experienced workers have. The widespread use of dictation machines has greatly reduced the need for office Stenographers, and the traditional "steno pool" is becoming a thing of the past. The best opportunities for employment will be for Stenographers with above average skills. Opportunities for temporary and part-time work should be favorable during peak business periods.  

About 117,700 Secretaries, including Stenographers, are employed in Michigan. Most worked in urban areas. Secretaries and Stenographers were employed throughout Michigan by manufacturing, financial, insurance, and real estate firms; wholesale and retail companies; government agencies; and firms which provided legal, medical, recreational, or social services.  

The employment of Secretaries in Michigan is expected to increase more slowly than the average for all occupations through the year 2005 while employment of Stenographers is expected to decline. An average of 2,880 job openings is expected each year with 810 due to growth and 2070 due to replacement of workers who retire or leave the labor force for other reasons. Additional openings will occur as workers transfer to other jobs or occupations.  

The best employment opportunities will be for those with backgrounds or training in modern office technology, such as computers and word processing equipment. Declining employment of Stenographers is resulting from the growing use of dictation machines which require typing but not short-hand skills. Many employers, especially smaller ones, do not distinguish between Stenographer and Secretary.  

MICHIGAN'S EMPLOYMENT OUTLOOK TO 2005

SOURCES OF ADDITIONAL INFORMATION  

Printed occupational information is available upon written request from the sources below:  

MOISCRIPTS are Copyright 2003, Michigan Department of Career Development