SECRETARIES California Occupational Guide Number 128 Interest Area 7 1997
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.
Home 
Job Key 
Wages 
Demand