WHAT YOU SHOULD KNOW AS A PROFESSIONAL SECRETARY

SMALL AND MEDIUM-SIZE ENTITY DEBT BOOK MANAGEMENT SYSTEM

There is no specific description of what a secretary is, nor is there a certain activity or duty performed by the secretary. However, due to technological growth and innovation, which has resulted in the current worldwide reach of the company, secretarial duties have gotten broader, more demanding, and diverse. The secretary has the following responsibilities:

Record Manager

It is the secretary’s responsibility to keep all records in the office safe; the secretary’s role as record manager has gotten more difficult with the advent of electronic records.” Previously, secretaries kept records on paper and in file cabinets, but today, the computer with its catalog of accessories must be manipulated both to create and keep records, which includes not only keeping the records but also protecting them from unauthorized users and hazards from damaging and exposing the company’s valuable.

Administrative Officer

An administrative officer in the organization is a secretary with years of expertise.

A secretary who has advanced to a specific level fulfills the functions of an administrative officer and has the right to sign contracts on behalf of the employer, attend crucial meetings, and make decisions when the boss is not present.” The current globalization of business, as well as the resulting strain on managers, has forced them to reconsider the secretarial function, resulting in the transfer of greater tasks and authorities to their secretaries. This means that the secretary’s duties cannot be overstated because they act on behalf of their boss and assume responsibilities because the organizational document is in the secretary’s possession to process, dispatch, and store, which is not just carried out by any other executive in the organization.

 

Information Processing Manager

An information officer is one of the basic tasks or duties of a secretary in a company.

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The conventional way of gathering, processing, disseminating, and categorizing information processing duties is no longer used by modern officers.

Today, secretaries are known as information managers. Secretaries, as information processing managers, not only type documents and print them out, but also process raw data that can be in readable form in accordance with organizational procedures, allowing the secretaries to work technical from computer operators because he/she is not trained for communication skills, human relation skills, conceptual skill, and technical skill but can type at least.

Reprography Resources Manager: Reprography is the art of making copies of documents, bulletins, and reports for the use of anyone who requires a photocopy. Because the secretary is in charge of all reprographic resources in the organization, a good reprographic system is critical. The secretary should be familiar with the specific features embedded in each type of reprographic machine, their benefits and drawbacks, as well as the speed of production and expenses.” Furthermore, the secretary should be familiar with the general features of modern copies such as collating and stapling devices, automatic folding, book copying, online binding, and color promotion.

Secretarial responsibilities include mundane tasks such as typing, filing, receiving, or making and receiving phone calls. Preparation, coverage, and follow-up on meetings, conferences, and other events. Public relations duties are carried out by error-free, well-presented correspondence, attire, communication skills, and positive attitudes. Personnel management in terms of recruiting, orienting, and assessing subordinates. Talking about creating control over assets such as typewriters, duplicating and photocopying equipment, and human relationships with the executive, colleagues, and subordinates for a diverse working environment.

The secretary was in charge of preparing rough data for the executive reaction to communication. Reading, signing, and distributing some executive correspondence; composing speeches, memos, or reports for the executive to edit; composing articles for publications; consulting reference sources to obtain information desired by the executive; editing copies and typed by others; and selecting/recommending office equipment and supplies for purchase by the organization.

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According to the preceding definition, the professional secretary, also known as an executive assistant, administrative assistant, or associate, now has advanced administrative functions that were formerly mostly tied to correspondence, such as letter typing. The introduction of word processing has substantially reduced the time that such jobs need, and as a result, new tasks may have come under the secretary’s scrutiny.

These may involve budget management and bookkeeping, website maintenance, and travel preparations. Secretaries may handle the administrative aspects of running a high-level conference or organize catering for a typical lunch meeting. Executives frequently ask their secretaries to take meeting minutes and prepare meeting arrangements and documents for inspection. They may also undertake personal paperwork, which is commonly seen as a human relation duty; this may entail understanding clients, subordinates, and management plans.

One of the primary roles of secretaries is to prepare and schedule meetings in accordance with the company’s needs, as he or she is responsible for informing the board of directors and stakeholders about the meeting and its agenda. The secretary must take detailed notes of the whole meeting’s proceedings, including documenting the actions and subjects discussed during the meeting by writing down minutes and the meeting attendance register. Once the meeting has concluded, the minutes must be appropriately kept for future reference, and the secretary must communicate the meeting’s decision to the other employees.

The secretary is also responsible for ensuring that the monthly and annual reports and accounts are published. Apart from that, they may have the additional responsibility of supervising other junior workers in the organization, as well as training new staff. For example, when the company appoints a new director, it is not only the secretary’s responsibility to guide them, but also to organize a special training program for them.

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Secretaries use a variety of office equipment, such as fax machines, photocopiers, scanners, video conferencing and telephone systems. In addition, secretaries frequently use compiler to do tasks previously handled by managers and professionals, such as creating spreadsheets, writing correspondence, managing databases, creating presentation software, and creating digital graphics.

They may also negotiate with vendors, maintain and inspect needed equipment, purchase supplies, manage stock rooms or corporate libraries, and retrieve data from various sources, while managers and professionals have taken on many tasks previously assigned to secretaries and administrative assistants, such as keyboarding and answering the phone. Secretaries now spend less time dictating and typing and more time supporting members of the executive team. Secretaries in many firms work in groups to share ideas and be more flexible.

Conclusion

A secretary’s specific job duties differ depending on their experience and title. Executive secretaries and administrative assistants provide high-level administrative support for a company’s office and top executives. In general, they have fewer clerical responsibilities. They may be in charge of more complex tasks such as assessing incoming memos and report submissions to identify their significance and prepare for their distribution. They may also conduct research and statistical reports, as well as draft agendas and make arrangements for meetings of committees and executive board members.

 


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