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

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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.

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.

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• 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)

We hope that you find this article useful. Please ask questions in the comment area if you can not find what you are looking for in this article.

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