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Office Secretary Resume Samples
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0-5 years of experience
Directed the learning experience of students in both curricular and extracurricular activities
- Provided guidance to students that will promote their proper educational development and welfare
- Communicated effectively with students and supervises student activities as outlined in daily schedule
- Administered and monitored testing and assignments on a daily basis for all course curriculums
- Ensured adequate supervision to assure health, welfare, and safety of all students
- Implemented lesson plans and organize students for an effective learning environment
10+ years of experience
Recorded Daily Student Attendance, tracked truancy, notified parents
- Maintained permanent student records for average of 350 students/yr
- Created Multi-Hazard Emergency Plan for students and faculty
- Managed front office reception and flow of visitors to classrooms
- Executed a broad range of tasks as necessary for Principal, faculty,
10+ years of experience
Trained 14 staff onto mammography digital applications and quality assurance tasks.
- Quality assurance tasks for mammography equipment and processor testing.
- Produced surgical mammography images. These involved ductograms and j-wire patients.
- Ordered inventory and laboratory supplies through hospital central services.
0-5 years of experience
Gathered and reviewed pertinent entry information to determine either approval or denial of acceptance into the program
- Entered information into computer and maintained student database
- Worked closely with court personnel to ensure all activities were legally
- Composed letters, developed spreadsheets, and created PowerPoint
- Accountable for receiving and properly recording registration fees
- Kept counselors and courts informed of student’s progress, problems, and legal status
- Served as receptionist to include answering phone for forty staff members,
- Greeted guests, signed for deliveries, and answered inquiries about the program
- Scheduled appointments for staff members and performed other clerical
0-5 years of experience
Provided annual reports of work related activities.
- Ministered to the homeless as well as provided essential services.
- Developed worship folders for each Sunday service.
- Engaged in both inbound and outbound phone calls and coordinated related activities accordingly.
- Coordinated with every level of staff to ensure all objectives were met.
- Modified and updated church website monthly.
- Changed Church billboard sign daily to reflect latest news and updates.
10+ years of experience
Successfully Redesigned administrative processes from manual to a fully computerized office
- Administer all aspects of the business i.e. Contracts, Estimates, Billing, Account Receivables, Accounts Payable, Weekly Deposits
- Ensure all clients receive Certificates of Insurance on a yearly basis
- Took the initiative to assist with creating a Website for our Business
- Provide Customer Service; answering a two (2) line phone
- Knowledge of Microsoft Word, basic Internet Skills and QuickBooks Pro.
0-5 years of experience
- entered insurance and codes into computer for billing and non-billing purposes
- maintained business office inventory and equipment by checking stock to determine inventory level; anticipated needed supplies; placed orders for supplies; took payment according to insurance; verified and coded insurance for billing department
- maintained record of patient care by reviewing and filing documentation of patient’s condition, treatment, and health
- initiated medical record by searching master patient index; identified existing patient records or when needed, assigned a new number; interacted with registration for information verification; processed or created the record folder
- protected patients’ rights by maintaining confidentiality of personal and financial information in accordance with HIPPA.
0-5 years of experience
Perform clerical duties for three supervisors including correspondence and expense reports
- Distribute and collect testing materials for 43 schools and 6 offsite facilities
- Gather class rosters from all schools to order tests through online data entry systems
- Coordinate training sessions for 9 different tests administered throughout the year
- Convert aggregated data into useful charts and graphs for distribution by district and school
- Maintain accurate and secure records of all testing materials and reports
- Assist Human Resources department in creation and distribution of employee badges for Kronos
0-5 years of experience
AR/AP-input and pay bills using QuickBooks, pay1099 wages, report W-2 wages to ADP.
- Call utility companies to start and end services and order insurance on all new homes purchased.
- Respond to phone calls using multiple phone line system, along with daily e-mails, documents requested by the city, county, vendors, agencies, officers in charge of inspections and HOA’s.
- Clear checks and deposits from two bank account. Order and maintain office supplies.
- Property Management Assistant-assist tenants with housing lease contracts, record rent/utility payments, take calls for repairs to home and arrange for maintenance to be performed.
6-10 years of experience
Coordinated and performed a range of staff as well as operational support activities for the school.
- Served as a liaison with other MCS departments and operating units in the resolution of day-to-day administrative and operational problems.
- Provided administrative/secretarial support for the department/division such as answering telephone, assisting visitors, and resolving and referring a range of administrative problems and inquiries.
- Operate personal computer to compose and edit correspondence and memoranda from dictation and verbal directions.
0-5 years of experience
- Conducted office operations and administration, including filing, customer service, faxing, and correspondence.
- Prepared seasonal business reports, tax reports, salary pay processing and other administrative duties.
- Arranged product purchases & shipments through various open lines of customer communications.
0-5 years of experience
Performed data entry into quickbooks system.
- Scheduled dumpster deliveries and pick-ups.
- Answered phone calls and answered questions such as price rates, how long dumpster could be rented for, what size dumpster would be best for project.
- Received payment information over phone and charged customers using quick books system.
- Kept office area organized and clean, as well as make copies and send out faxes.
0-5 years of experience
Prepared invoices, proposals and marketing letters.
- Answered multiline phone. Handled all incoming faxes and delivered all incoming mail to proper recipient.
- Sorted and filed documents to corresponding client.
- Maintained records in management database system including email.
- Performed basic bookkeeping data and filing.
- Went out to the field to meet with potential clients to discuss current and future projects.
- Maintained order and functionality of the office.
0-5 years of experience
Used practice management systems incl. Athnea, Meditec, Medscribe, & Misis-Med 3000
- Determined eligibility for insurance claims using the web based program Passport
- Responsible for calculation and collection of copay/coinsurance from multiple payors
- Maintained medical records/charts in compliance with federal medical privacy regulations
6-10 years of experience
- Created new filing system for all student files which increased office efficiency by 10%
- Entered data into SMS Chancery systems quickly and accurately
- Fully proficient in utilizing the Chancery system to manage and audit student information
0-5 years of experience
Prepared and organized paperwork and other materials as needed for meetings, conferences, travel arrangements and expenses reports.
- Maintained office scheduling and event calendars.
- Composed, typed, and distributed meeting agendas and minutes, routine correspondences and reports.
- Set up and handled incoming mail and office filing systems.
- Collected and coordinated the flow of internal and external information.
- Managed office equipment and office space.
- Established the administrative work procedures for tracking staff’s daily task
0-5 years of experience
Provided multiple office duties and functions to an Independent Out-Patient Medical Laboratory.
- Responsible for the billing and collections of all nursing homes, out-patients, Medicare and private insurance companies.
- On a daily basis, updated and maintained patient files on computer.
- Other various duties included updating daily lab result reports, typing office letters, accounts receivables, filing, ordering office supplies, greeting and registering incoming patients and setting up appointments.
0-5 years of experience
- Office assistant for theatre department staff and faculty.
- Scheduled student appointments with faculty.
- Answered students’ questions in person and over the phone.
- Assisted in theatre activities by selling tickets, setting up events and working with staff.
- Operated office machines, such as photocopiers and scanners, facsimile machines and personal computers.
- Maintained and updated filing, inventory and mailings manually and using a computer.
- Opened, sorted, and distributed incoming mail and prepared outgoing mail.
- Answered telephones, directed calls, and recorded messages.
0-5 years of experience
Performed Intake process and conducted initial assessments for potential clients
- Presented intake cases to program director for approval
- Ensured client had adequate medical insurance coverage
- Monitored and directed incoming calls to appropriate departments
- Assisted office manager with budget, insurance and monthly client reports
- Supported clinic director with staff meetings, business dinners and audit preparation
- Performed other clerical related duties as necessary
0-5 years of experience
Personal Assistant | Children Management
- Sent out Newsletters to clients, created Free Lance designs, handled
- Event and Meeting Coordinator
- Handled all incoming/outgoing calls, emails, scheduled all personal and company calendaring.
- Office Administration/Petty Cash
- Directed Valet System and Tutoring Servicing
- Manage, council and tutor forty + students and account for all homework
0-5 years of experience
Managed workers’ workspace, insuring a safe working environment.
- Calculated major accounts payable, acquiring credits open to the companies.
- Receptionist in busy office.
- Responsible for professional document organization and analysis
- Greeted numerous clients and ensured proper cliental relations
- Generated client invoices for orders using the computer software “QuickBooks”
0-5 years of experience
Relieved the staff of scheduling appointments as well as handling phone calls
- Prepared and organized paperwork and other materials
- Assisted parish members with various services and provided information
- Counted and recorded weekly donations
0-5 years of experience
- Answered multi-line phones and directed client calls to appropriate personnel
- Billing / Deposits
- Scheduled appointments and installations for sales personnel
- Word processing in Microsoft Word and Excel
- Maintained organization of paper and electronic copies of client and office files
0-5 years of experience
- General office labor (fax, phones, payroll, data entry, invoice, etc.)
- Initiated, scheduled, and managed meetings with existing and new potential clients.
- Input and helped form new ideas for workers and clients.
- Helped find ways to use company resources more effectively.
0-5 years of experience
Answering calls and booking appointments. Called patients to remind them about their appointments.
- Organized charts for new patients and for follow-up patients
- Translated/interpreted for Spanish speaking patients. Assisted patients to fill out forms.
- Booked procedures over the phone.
0-5 years of experience
Vendor management for food supplies in to maintain quality and adequate supply levels.
- Assisted in organization of catering events both internally and externally.
- Received telephone calls and direct as and where necessary.
- Responded to inquiries concerning event logistics, pricing, and services.
- Arranged conferences and meetings along with delivery arrangements.
- Maintained schedules and follow ups.
- Maintained filing and inventory procedures.
- Directed visitors to the office to appropriate senior staff members.
- Data entry for all event information into Excel spreadsheet and system calendar.
0-5 years of experience
Responsible for devising and maintaining office systems, including data management and filing
- Responsible for making 50 to 100 phone calls a day to prospective clients confirming appointments
- Meeting and greeting visitors at all levels of seniority
- Screen phone calls, enquiries and requests, and handling them when appropriate
- Organizing and attending meetings and ensuring the manager is well prepared for meetings
- Great communication skills (Both Oral & Written)
- Good Organizational skills
- Ambitious with a self-motivated work style
- Great multi-tasking skills
- Team and goal oriented
- Demonstrable organizational and time management skills
0-5 years of experience
Assist the principal with office management. Develop and maintain files on student enrollment, promotions, removals and graduations
- Maintain statistical data used in a variety of reports
- Make regular contact with the State Department of Education to obtain GED test scores for servicing youth, personnel matters for education staff
- Screen and prioritize incoming phone calls
- Prepare correspondence for the review and signature of the administrative staff; compose and type important correspondence when necessary. Secure bids, draft and type requisition forms, monthly reports and other materials
- Coordinate transportation services for students scheduled to take the GED test
- Contact parents/guardians to gain permission for student to take the GED test
- Contact student’s home school to ensure all necessary documents are sent to the home school to assist in student re-enrollment
0-5 years of experience
Provide all front desk support to pre-k to 8th grade private school.
- Manage visitor access; answer all incoming phone calls, check students in and out.
- Administrator for the school’s database. Maintain all confidential data including grades, class schedules, tuition and fee payments, attendance, etc.
- Maintain numerous Excel spreadsheets, tracking both alpha and numeric data.
- Communicate with parents, teachers, substitutes, administration, potential students’ families, volunteers, vendors. Schedule substitutes, school tours, volunteer hours.
10+ years of experience
Greets and assists patient’s with inquiries; cancel and reschedule appointments.
- Answer incoming calls,take and relay messages from doctors, patients, vendors, and hospitals, and provide information when necessary.
- Organize and set up patients’ files/charts.
- Administer injections: TB test, tetanus, pneumonia, B-12, flu shots and ear irrigation.
- Prepare patients to be seen by the doctor; take vitals, blood pressure, weight, temperature and conduct Ekg’s.
- Accept co-payments, write orders and contact insurance for approval of referrals
- Processes patients and call for insurance benefits and verification.
- Register clients and enter data into computer systems.
0-5 years of experience
Answered phones, received and processed requested orders, scheduled deliveries
- Updated and recorded daily delivery orders in computer system
- Managed billing orders and billing order payments received
- Sorted mail, and handled packages received
0-5 years of experience
Checked patients in and out.
- Answered phones, scheduled and confirmed appointments.
- Prepared patient charts for follow up and new visits.
- Entered patient’s billing and insurance information into the computer, abiding by all HIPA laws.
- Maintained surgery log for doctors.
- Furnished office bills to the billing department and balanced the co-payment log at days end.
- Editing, mailing and filing office visit dictations.
- Procuring referrals and test results for patients from their PCPs when needed.
- Checked inventory and submitted office supply requests when needed.
0-5 years of experience
Assist the principal with office management. Develop and maintain files on student enrollment, promotions, removals and graduations
- Maintain statistical data used in a variety of reports
- Make regular contact with the State Department of Education to obtain GED test scores for servicing youth, personnel matters for education staff
- Screen and prioritize incoming phone calls
- Prepare correspondence for the review and signature of the administrative staff; compose and type important correspondence when necessary. Secure bids, draft and type requisition forms, monthly reports and other materials
- Coordinate transportation services for students scheduled to take the GED test
- Contact parents/guardians to gain permission for student to take the GED test
- Contact student’s home school to ensure all necessary documents are sent to the home school to assist in student re-enrollment
0-5 years of experience
Answer and respond to customer inquiries and needs.
- Interact with clients, owners, tenants and lessees and handle their requests and needs.
- Interact, plan and schedule meetings and conferences between tenants, owners, communities, project developers and attorneys.
- Maintain and manage all databases relating the real estate functions and activities.
- Assisted clients in purchasing real-estate.
0-5 years of experience
Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
- Entering all Licensure applications into BPQA (database for Board) coming from lockbox.
- Compile manifest for live checks that are received via mail for any licensure application and fines, and send out to bank lockbox.
- Complete all addresses for the board in BPQA and responses sent.
- Open, read, route, and distribute incoming mail or other materials and answer routine letters.
- Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
0-5 years of experience
Responsible for scheduling and updating counselors’ calendars presently using Appointment-Plus but also proficient in Outlook.
- Confirming appointments and printing paperwork for patients coming in to be evaluated on a daily basis.
- Answering phones; taking information and setting up new profiles.
- Processing urines and printing paperwork to be sent to the lab.
- Collecting and posting payments on a daily basis.
- Pulling charts, filing, and obtaining insurance preauthorization for patients.
- Helping out with all duties to ensure that preparations are made for smooth running of the office the following day.
6-10 years of experience
Create and submit requests for fundraising events in four states (each state having different laws, rules and regulations).
- Collaborate with community representative to create a “working relationship” for fundraising and charitable events.
- Prepare and monitor monthly invoices for approval.
- Prepare membership and financial reports for the office Administrator.
- Solicit donations from local groups and corporations for the organization.
- Assist veterans and their families with membership applications.
- Maintain office filing systems.
- Attend the Advocacy/Legislation Seminar for Veteran’s healthcare and benefits in Washington, DC.
- Provide assistance for attendees with special needs to include travel arrangements for persons with disabilities (air travel, ground transportation, and hotels), schedule appointments with elective officials, and assist with presentations.
0-5 years of experience
Answer multi line phone call volume and forward messages to appropriate therapist.
- Schedule appointments and perform reminder calls.
- Quickly and effectively solve customer challenges regarding services that are available
- Maintain quality control/satisfaction records, constantly seeking new ways to improve customer service.
10+ years of experience
Create and dispense product invoices and customer statements for customers via in person or email.
- Aid customers in chemical or product selection while providing helpful tips for product use.
- Compose product purchase orders for restocking purposes.
- Speak with sales representatives for information concerning new products.
0-5 years of experience
Typed and filed department letters and handled invoices to and from various companies
- Answered incoming calls and scheduled weekly appointments
- Lab daily log entry
- Data entry
- Managed mail, responded to emails and fax inquires, and traveled to deliver packages
0-5 years of experience
Educate customers about daily specials, wines and special events.
- Assist customers in timely manners with great communication skills.
- Counted cash, examined member checks, examined and returned receipts to customers.
- Processed transactions accurately and efficiently in accordance with established policies.
- Worked front office in assisting with work files, answering phone calls.
- Assisted customers with information using great verbal and computer knowledge.
0-5 years of experience
Administrative responsibilities such as depositing company’s checks, registering certified student testing programs into computers and writing certified business documents.
- Recording company’s statistics into computers such as graphs lists and charts using Excel and Word.
- Responsible for ordering and receiving shipments from McGraw-Hill.
- Taking and making business affiliated calls for the supervisor.
- Spanish translator for staff members, visitors and students.
- Worked as substitute ESL teacher.
- Organized confidential files and always kept work area tidy.
- Handled office duties such as making faxes and making copies of business files.
0-5 years of experience
Assisted soldiers within the unit with finance issues, leave paperwork and various other personnel actions.
- Aided both the First Sergeant and Commander in keeping track of soldiers.
- Keeping track of new soldiers and leaving solders from the Unit.
- Planning training schedules along with pre-deployment checklists
0-5 years of experience
Critical support in the implementation of a complex web-based student management system
- Assisted teachers with grading/scheduling issues
- Supported three guidance counselors
- Upheld confidentiality of the office
- Coordinated event details and prepared materials for academic events
- Worked with student schedules and grades
- Sent out mailings
- Entered/maintained student data
- Answered a multi-line phone
0-5 years of experience
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Make copies of correspondence and other printed material.
- Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
- Schedule and confirm appointments for clients, customers, or supervisors.
- Take dictation in shorthand or by machine, and transcribe information.
- Collect and disburse funds from cash accounts, and keep records of collections and disbursement
0-5 years of experience
- Assisted with taking phone calls, photocopying, scanning documents
- Ran errands
- Worked with Microsoft Excel, Word, PowerPoint and Publisher
- Managed and updated Facebook page for department
- Created flyers for upcoming events and seminars
0-5 years of experience
Balance budget and reconciled to accounting system
- Processed all PO’s from starting the PO to making sure the invoice was paid timely and for the correct amount
- Processed all accounting for our department
- Time, Attendance and Payroll for our department
- General clerical duties, including filing, data entry, memo’s, ordering supplies and keeping all office equipment serviced and in good working condition
- Processed new employees
0-5 years of experience
Assist with processing request for patients and doctors on relevant material regarding patients
- Process request for legal cases with approval from Risk Management
- Verify patient’s insurance and demographic information
- Assist with collection, registering and accessioning of specimens
- Accurately file laboratory surgical and cytology report and any material that may be relevant to the case
0-5 years of experience
Provide customer service to all clients in the facility and on the phone
- Answer phones and direct client to the proper employee
- Take payments over the phone or in person
- Call clients to notify them of payments due or to get missing information for their policies
- Organization of files for all of the employees in the office
Office Secretary Duties and Responsibilities
To keep an office running smoothly and efficiently, Office Secretaries perform many tasks. We analyzed several job listings to identify these core Office Secretary duties and responsibilities.
Answer Telephones
Office Secretaries are the office gatekeepers – they answer the phone, take messages or refer calls to appropriate staff member.
Maintain Calendar and Plan Meetings
Office Secretaries schedule appointments and update event calendars. They also arrange meetings and coordinate conference room schedules. In advance of meetings, they assemble background materials and set up the meeting space. They attend meetings and prepare minutes or summaries of the meeting outcomes.
Handle Mail
Incoming and outgoing mail and faxes all go through the Office Secretary. They open, review, sort and distribute the mail to the appropriate recipients. Office Secretaries also maintain email lists, and distribute information to staff.
Prepare and Edit Documents
As the last person to see documents before they are sent, the Office Secretary reviews outgoing correspondence for grammar, correctness and completeness, and insures that appropriate material is attached. They prepare memos or other reports for internal or external distribution. They may also make travel bookings and prepare travel expense reports.
Maintain Databases and Filing Systems
Office Secretaries design, implement and maintain filing systems, both electronic and paper. When requested, they search for and compile requested material from the databases.
Maintain inventory
The Office Secretary tracks office supplies and orders replacements as required. They may be responsible for an office budget for supplies and other expenditures.
Office Secretary Skills
Well-organized and detail-oriented, a successful Office Secretary must be able to multi-task and take instruction from many sources. Key traits for an Office Secretary are strong interpersonal skills and a positive attitude. In addition to these general skills and personality traits, employers are seeking Office Secretary candidates with the following skills.
Core skills
Based on job listings we looked at, employers want Office Secretaries with these core skills. If you want to work as an Office Secretary focus on the following.
- Knowledge of general office procedures
- Knowledge of word processing and spreadsheet software, including Word and Excel, and the ability to learn billing software and electronic medical records
- Ability to operate office equipment (fax, copier, mail, etc.)
- Customer service experience
- Ability to type at least 40 words per minute
- Proficient in proofreading, spelling, grammar punctuation and math
Advanced skills
While most employers did not require the following skills, multiple job listings included them as preferred. Add these to your Office Secretary toolbox and broaden your career options.
- Knowledge of ICD-9 and CPT Coding
- Knowledge of medical or legal terminology
- Proficient with tape transcription and ability to take shorthand
- Familiarity with File Site, a document management system
Office Secretary Resources
We searched the Web to find the best industry resources to help you continue exploring a career as an Office Secretary. From thought leaders to industry groups, this list is packed with opportunities to learn, connect and engage.
On the Web
Read the latest news from the world of Executive Secretaries, and find out about training events and other great resources.
An entertaining and insightful blog from a seasoned
On LinkedIn
Personal Assistant and Office Manager
Network and exchange information with over 110,00 other administrative professionals.
e-LEGAL Support: Paralegals, Legal Secretaries, Virtual Assistants, Law Clerks & Admin Staff
Finds jobs and news for Legal Office Secretaries, one of the biggest fields for Office Secretaries.
Industry Groups
Society of Corporate Secretaries and Governance Professionals
This non-profit provides news, research, and advice for those working as corporate secretaries.
The Association of Executive and Administrative Professionals
Take a free salary survey to find out what you might make as an Office Secretary, or find practical advice on various issues of interest to administrative professionals.
American Society of administrative Professionals
Loads of educational webinars, articles, and certification to build up Office Secretary skill-sets.
Office Secretary Books
Administrative Assistant’s and Secretary’s Handbook
by James Stroman – Everything you need to know to be an effective Office Secretary.
The Law Office Reference Manual by Jo Ann Lee and Marilyn Satterwhite – For those interested in working as a Legal Office Secretary, rush up on legal terminology and the workings of legal offices.
Jewel in the LEADER’s CROWN: Powerful Strategies to Shine as an Executive Assistant & Beyond by Ruth Mead – Full of secrets and strategies to be the best possible Administrative Assistant or Office Secretary.
Administrative Cover Letter Examples
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Last edited by: Gabriela Barcenas, CPRW, Content Writer II -
Gabriela Barcenas
CPRW, Content Writer IIGabriela is a Certified Professional Resume Writer (CPRW) and career adviser. With 10 years of digital media experience and five years of resume writing expertise, her publication history includes fashion, education, travel, social justice, equitable design and career advice.
