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Duties of A Secretary

Duties of A Secretary: In this article, the duties of a secretary are discussed. You can use this article as a guide if you want to work as a secretary.InformationGuideNigeria

Read Also: Duties of A Graphic Designer


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Who is a Secretary?

A secretary is a member of staff who handles routine office tasks and offers additional assistance in the areas of secretarial work, office administration, and organizational management.

Duties of A Secretary
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Secretaries are expected to handle a wide variety of front- and back-office tasks, so they must not only be extremely organized and detail-oriented, but also capable of prioritizing their work based on the requirements of their superiors and coworkers.10 Best Sneakers and Price in Nigeria 2023

A secretary’s job is to provide administrative support for the smooth running of the workplace. Secretaries provide executive support through a variety of clerical and administrative tasks, including but not limited to: researching and preparing statistical reports; fielding requests for information; and preparing correspondence; receiving guests; scheduling conference calls and meetings; and handling information requests. This person may also be responsible for training and supervising entry-level office workers.

Read Also: Duties of an Office Assistant

Duties of A Secretary

  • Prepare routine reports, memoranda, bills, and other documents.
  • Edit company correspondence and guarantee document accuracy
  • Keep up with the databases and filing systems, whether they are digital or paper-based.
  • Carry out the fundamentals of bookkeeping.
  • Documents, records, and reports related to the company must be filed and retrieved.
  • Greeting guests and deciding whether or not they should be allowed access to particular people is part of your job.
  • Prepare responses to correspondence including standard inquiries.
  • Carry out general office responsibilities such as placing orders for office supplies, maintaining records management systems, and carrying out some of the more fundamental aspects of bookkeeping.
  • Respond to incoming calls, take messages, and/or transfer incoming calls.
  • Make plans and ensure that your event calendars are up to date.Duties of A Secretary
  • Arrange staff meetings
  • Take care of both incoming and outgoing mail as well as faxes.
  • Make travel arrangements for executives.JAMB Result
  • Gather information from attendees, transcribe it, and then distribute it.
  • Attendance at meetings is required in order to take minutes.
  • Supports management and administration with jobs and clerical responsibilities to improve office workflow efficiency.

Read Also: Duties of A Data Entry Clerk

  • By sharing the necessary language, statistics, and visuals, you can assist in presenting information to employees and colleagues.
  • Assist with the editing, copying, transcribing, formatting, retrieving, and transmitting of data, text, and graphics.
  • Answer phones and take messages for management or coworkers.
  • Maintain a daily, weekly, and monthly agenda to keep track of office workflow.
  • Make arrangements for meetings, appointments, and interviews.
  • Maintain an employment database and keep track of personnel details.
  • Memos, forms, and reports must be prepared and distributed.
  • Maintain a filing system and do regular document reviews.Duties of A Secretary
  • Maintain an inventory of office supplies and restock as needed.
  • Make travel plans.
  • Back up your data on a regular basis to keep it safe.
  • Take on responsibilities such as greeting customers in person or on the phone, responding and referring enquiries.
  • Maintain the ideals and ethics of the company’s regulations and policies.
  • Answers the phone and routes calls, greets and guides visitors, and so on.
  • Clerical duties such as data entry, filing, photocopying, scanning, and so on are performed.
  • Coordinates mail, deliveries, couriers, and other services.
  • Schedules meetings, books meeting spaces, handles special requests, prepares and cleans meeting rooms, and so on.10 Best Sneakers and Price in Nigeria 2023
  • Keeps the reception room and other communal spaces in good condition.
  • Maintains office supply inventory and ensures that office equipment is operational.
  • Contributes to the creation of communications, presentations, proposals, and reports.
  • Correspondence, presentations, proposals, and reports are edited and formatted.
  • Calendars are managed, meetings are scheduled, meeting spaces are booked, and any special requests are handled.
  • Assists with document management, such as filing and archiving.
  • Coordinates travel arrangements and itineraries
  • Processes expense reports, invoices and orders, and timesheets.
  • Clerical duties such as data entry, filing, photocopying, scanning, and so on are performed.
  • Act as the Office Safety and Environmental Coordinator (OSEC), which includes, but is not limited to, serving as a resource to local office operations in the administration of day-to-day safety activities, as well as posting and distributing HSSE (Health, Safety, Security, and Environment) Program documents such as policies, rules, practices, procedures, and forms.

Read Also: Duties of a Bookkeeper

  • During the onboarding process, provide administrative support to new hires by buying and coordinating computer equipment, aiding with I-9 processing, coordinating orientation module review, and sending new hires to the proper contact.
  • Localize HR information distribution
  • Assist with the routing of employment verification, employment opportunities/job applications, and recruitment queries.
  • Routine secretarial and administrative duties
  • Answering and directing incoming phone calls, as well as managing letters, emails, and other correspondence
  • Administrative and accounting responsibilities
  • Creating letters, memoranda, documents, reports, and presentations, among other things.
  • Filing of paperwork, records, contracts, and so on.
  • Welcoming visitors, clients, patients, and so forth.
  • Keeping track of schedules and making appointments
  • Business travel planning, as well as expenditure report preparation and processing
  • Giving organizational help and assisting with routine office tasks
  • Making appointments and managing calendars
  • Room reservations and travel arrangements
  • Creating and sharing meeting materials and documentation
  • Taking notes
  • Taking care of post
  • Letters and other papers, such as PowerPoint presentations, must be written.
  • Upkeep of filing systems
  • Answering the phone and responding to inquiries
  • Printing and photocopying
  • Using numerous computer programs such as Word, Excel, and PowerPoint
  • Assisting with the development, revision, and upkeep of office processes and policies
  • Assist with the development, revision, and upkeep of office procedures and policies.
  • Incoming calls are screened, messages are taken, and questions about department operations, services, and programs are answered.
  • Accounting and bookkeeping for two businesses, including invoicing, internet banking, reconciliations, and managing external audits.
  • Accounts receivable management
  • Creating medical reports, patient histories, surgical notes, papers, and communications.
  • Keeping track of office files and patient records.NYSC Portal
  • Entering patient history, major complaint, pharmacy information, medication list, and so on into an EMR for physicals

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  • Purchasing goods and storing rooms
  • Obtaining prior authorizations and ordering radiological tests
  • Transcription management
  • Document filing, organization, and faxing
  • Visitors are being screened.
  • Taking minutes and transcribing them
  • Plan, budget, and plan business trips, as well as make travel arrangements.
  • Prepares various billings
  • Carry out a variety of clerical and administrative tasks.
  • Task preparation, scheduling, and route planning for internal couriers of
    the Company in response to employee requestsJAMB Portal 
  • Performing other activities as directed by the supervisor
  • In charge of mail, phone, computer mailings, and the budget
  • Other administrative duties as assigned

Read Also: Duties of a certified nursing assistant (CNA)

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