How to write a Secretary job description

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

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Secretary job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimise your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialised, consider including the specialisation in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

Examples of Secretary job titles

    Secretary
    Executive Secretary
    Legal Secretary
    Secretary (Part-Time)
    Receptionist

Secretary job summary

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

Example of a Secretary job summary

Our busy office is currently accepting applications to fill the role of Secretary within our customer service department. The successful candidate will perform skilled clerical work, and provide general secretarial support to department administrators. The Secretary will be responsible for assisting with departmental payroll, maintaining financial records and facilitating communication among company departments. This position is ideal for someone who is motivated, able to prioritize work assignments as they come in, and capable of working without supervision.

Secretary responsibilities and duties

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organisation and who the employee reports to.

Examples of Secretary responsibilities

    Greet visitors and direct them to the appropriate departments or individuals
    Respond to queries in person, via telephone or email
    Develop and implement office procedures
    Maintain general company record systems to uphold accurate files
    Compose letters, memos and emails
    Screen documents, book meeting rooms, set up conference calls and take messages
    Perform administrative tasks, including filing and photocopying

Secretary qualifications and skills

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

Examples of Secretary skills

    High school diploma or GED
    2+ years’ clerical experience
    Experience in bookkeeping, accounting and data processing preferred
    Knowledge of specific software programs, including Word, Excel, SAP, Timelink and ActivePay
    Experience maintaining and prioritizing a manager’s calendar
    Able to work independently
    Friendly and professional demeanor
    Exceptional written and verbal communication skills

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