How to Be Technical Administrative Secretary - Job Description, Skills, and Interview Questions

Nov 10, 2023 / 5 Minutes Read / By Albert

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The increasing demand for technical administrative secretaries has resulted in a higher need for qualified individuals to fill these roles. With the rise of computers and technology, administrative secretaries now need to possess a certain level of technical knowledge and skills. This includes knowledge of software programs, computer systems, and other technology-related topics.

Having this technical knowledge and skill set is essential to performing duties such as data entry, filing, and creating documents. these technical administrative secretaries need to be able to stay organized, multitask, and prioritize tasks in order to succeed in their roles. As a result, employers are increasingly requiring potential applicants to have at least a basic understanding of technology and related topics before they will even consider them for the position.

Steps How to Become

Earn a High School Diploma or GED. Prospective technical administrative secretaries must have a high school diploma or GED. Students can take classes in office software, accounting, and business communications to prepare for this career.
Earn a Postsecondary Degree or Certificate. Technical administrative secretaries can pursue a postsecondary degree or certificate to build specialized skills and enhance their career opportunities. Certificate programs in medical, legal, and executive support are available.
Complete On-the-Job Training. Entry-level technical administrative secretaries typically receive on-the-job training. They learn office procedures and software, helping them to become proficient in their duties.
Earn Professional Certifications. Professional certifications can help technical administrative secretaries to demonstrate their qualifications and advance their careers. Examples of certifications include Microsoft Office Specialist, Certified Administrative Professional, and Certified Professional Secretary.
Consider Specialization. Technical administrative secretaries can specialize in fields such as legal support, medical office support, or executive support. Specialization can improve job opportunities and salaries.

It is essential for a Technical Administrative Secretary to stay updated and competent in order to succeed in their career. To do so, they should stay abreast of current technology trends, attend related seminars and workshops, and read industry publications. Keeping up with technology trends will help them stay familiar with the latest systems used in their field and remain knowledgeable of any changes that occur.

Attending seminars and workshops can provide them with an opportunity to learn new skills and gain information that could potentially benefit their role. Reading industry publications can help them stay informed of current industry news, trends and issues. By taking these proactive steps, a Technical Administrative Secretary can increase their knowledge base and remain competent in their field.

You may want to check Corporate Secretary, Receptionist/Secretary, and Board Secretary for alternative.

Job Description

Answer incoming calls, greet visitors, and manage general correspondence.
Assist with the preparation of documents, reports, presentations, and spreadsheets.
Schedule meetings, take meeting minutes, and maintain calendars.
Manage travel arrangements and maintain expense reports.
Process invoices and account statements.
Support the administrative team with additional tasks as needed.
Follow up on administrative tasks, such as filing, data entry, and records maintenance.
Monitor office supplies and coordinate the ordering of new supplies as needed.
Provide technical support for computer systems, software, and hardware.
Maintain office databases and archives.

Skills and Competencies to Have

Excellent written and verbal communication skills
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
High level of organizational and time management skills
Ability to work independently and as part of a team
Ability to manage multiple tasks and prioritize workload
Knowledge of office equipment such as copiers, fax machines, and computers
Ability to handle confidential information with discretion and confidentiality
Ability to research and analyze data
Knowledge of administrative procedures and best practices
Attention to detail and accuracy in work

Being a Technical Administrative Secretary requires a wide range of skills and abilities. One of the most important is the ability to organize and manage multiple tasks, both short and long-term, while maintaining accuracy and attention to detail. Good communication skills, both verbal and written, are also essential for successful communication with colleagues and customers.

This includes the ability to comprehend technical language and explain it to those who are not as familiar with the subject. Computer proficiency is also necessary to effectively use software applications to perform daily duties, such as data entry and scheduling. Technical Administrative Secretaries must also be able to prioritize tasks in order to balance workloads and meet deadlines.

All of these skills will lead to better efficiency, customer satisfaction, and improved job performance, resulting in greater job satisfaction for the Technical Administrative Secretary.

Office Administrative Secretary, Chief Secretary, and Office Secretary are related jobs you may like.

Frequent Interview Questions

What experience do you have in a technical administrative role?
How do you stay organized and manage multiple projects at once?
What strategies do you use to ensure accuracy and attention to detail?
What office software programs are you experienced with?
Describe a successful project you completed as a technical administrative secretary.
How do you handle being given conflicting instructions from different people?
Tell me about your experience handling confidential information.
Describe a challenging situation you have faced in an administrative role and how you handled it.
What do you consider to be the most important qualities of an effective administrative assistant?
How do you stay up to date with current technology trends?

Common Tools in Industry

Word Processing Software. This is used to create documents, such as letters, reports, and memos (e. g. Microsoft Word).
Spreadsheet Software. This is used to create and manage spreadsheets and graphs (e. g. Microsoft Excel).
Presentation Software. This is used to create and design presentations (e. g. Microsoft PowerPoint).
Database Software. This is used to store and organize information (e. g. Microsoft Access).
Project Management Software. This is used to plan, organize and manage projects (e. g. Microsoft Project).
Customer Relationship Management Software. This is used to manage customer relationships (e. g. Salesforce).
Calendar and Scheduling Software. This is used to manage appointments, meetings, and events (e. g. Google Calendar).
E-mail Software. This is used to send, receive, and organize emails (e. g. Outlook).

Professional Organizations to Know

American Society of Administrative Professionals (ASAP)
Institute of Certified Professional Managers (ICPM)
Professional Secretaries International (PSI)
International Association of Administrative Professionals (IAAP)
National Association of Professional Organizers (NAPO)
International Facility Management Association (IFMA)
Technical Association of the Pulp and Paper Industry (TAPPI)
International Association of Business Communicators (IABC)
International Association of Microsoft Certified Partners (IAMCP)
International Legal Technology Association (ILTA)

We also have Executive Legal Secretary, Administrative Secretary, and Technical Secretary jobs reports.

Common Important Terms

Office Management. The process of organizing and managing the activities, resources and other aspects of an office environment.
Administrative Assistant. A person responsible for providing administrative support to an office or organization, such as scheduling appointments, preparing reports, and handling correspondence.
Executive Assistant. A person responsible for providing support services to an executive, such as organizing their calendar, dealing with correspondence, and handling research tasks.
Office Supplies. Items used in a business or office environment for performing daily tasks, such as paper, pens, and computer supplies.
Office Technology. The use of computers and other electronic systems to automate office operations and improve efficiency.
Records Management. The process of organizing and protecting business records to ensure they are secure and easily retrievable.
Document Preparation. The process of creating documents, such as letters, reports, and presentations, for use in an office environment.
Office Policies and Procedures. Rules and regulations governing the operations of an office or organization.

Frequently Asked Questions

What does a Technical Administrative Secretary do?

A Technical Administrative Secretary is responsible for providing administrative support to a team or department, such as handling emails, processing documents, scheduling meetings, and organizing files.

What qualifications are needed to become a Technical Administrative Secretary?

Qualifications for a Technical Administrative Secretary typically include a high school diploma or equivalent, experience with Microsoft Office applications, excellent communication and organizational skills, and knowledge of office procedures.

What type of salary can a Technical Administrative Secretary expect to earn?

According to the U.S. Bureau of Labor Statistics, the median annual salary for a Technical Administrative Secretary is $40,540 as of May 2019.

What career advancement opportunities are available to a Technical Administrative Secretary?

Career advancement opportunities for a Technical Administrative Secretary may include roles such as Executive Assistant, Office Manager, or Project Coordinator.

What is the job outlook for Technical Administrative Secretaries?

The job outlook for Technical Administrative Secretaries is positive. The U.S. Bureau of Labor Statistics projects an 8% growth rate in employment of these professionals between 2018 and 2028.

Web Resources

What Technical Skills Do Administrative Assistants scitexas.edu
Administrative Secretary | MTAS - University of Tennessee system www.mtas.tennessee.edu
Administrative Professional | Gateway Technical College - GTC www.gtc.edu