Case Study of an Administrative Secretary Flashcards
First task
analyze the work requirements for a secretary as defined by US Department of Labor.
Comparison can be made by
between individual clients capability or capacity to perform a specific job and the requirements of the job.
- type of information available at ONET Online
ONET Online
- is a comprehensive database covering occupational titles, work competencies, job requirements and resources.
- has been used for job analyses
- classifies occupation according to Standard Occupational Classification ( SOC )
STANDARD OCCUPATIONAL CLASSIFICATION ( SOC )
- used by US federal statistical agencies to classify workers into occupational categories for the purpose of collecting, calculating and disseminating data.
- workers are classified according to occupational definition.
- detailed job descriptions for all occupations are included in this database
- analyses each job from three perspectives:
a. knowledge: organized sets of principles and facts that apply to a general domain.
b. skills: developed capacities that facilitate learning and performance of activities
c. abilities: the enduring attributes that influence performance - each perspective is analyzed into smaller components , which are then rated by percentage according to the importance in performing the occupation.
- the closer the rating is to 100 percent, the more important component.
OCCUPATIONAL OUTLOOK HANDBOOK
- a career planning advice
- nationally recognized spurce of career information, designed to provide valuable asssistance to individuals making decisions about their future work lives.
- revised regularly and provides information about work requirements, conditions, training, earnings and expected job prospects.
DICTIONARY OF OCCUPATIONAL TITLES ( DOT )
- provides standard information for about 20,000 occupations.
- Each occupation has a specific code based on the requirements of the job.
- Although the information is not as current as ONET Online, it remains available because it is a standard reference in several types of cases adjudicated by the Office of Administrative Law of Judges, especially labor related immigration cases
US Department of Labor recommeded
the use of ONET Online to obtain the most current situations about the jobs
JOB DESCRIPTION
According to ONET Online Summary
- Persons in this job are expected to provide high level administrative support.
- task include conducting a research, preparing statistical reports, halding requests for information and clerical task such as correspondence, arranging schedules, greeting visitors
- they may also train clerical staff
Examples of tasks
- managing and maintaining executives schedules
- preparing invoices, reports, memos, submissions reports, memos, letters, financial statements or other documents using appropriate software.
- reading, analyzing and distributing incoming memos, submissions and report
- file and retrieve corporate documents, record, and reports
- greet visitors and determine whether they should be given access to specific individuals
- prepare responses to correspondence and contains routine inquiries.
- perform general office duties such as ordering supplies, maintaining records management systems and performing basic bookkeeping work
- prepare agendas and make arrangements for committee, board and other meetings
KNOWLEDGE
- clerical
- english language
- customer and personal services
- computer and electronics
- administration and management
- critical thinking
- active learning
- coordination
SKILLS
- Active Listening
- Reading Comprehension
- Time Management
- Speaking
- Writing
- Near Vision
- Problem Sensitivity
- Information Ordering
- Deductive reasoning
ABILITIES
- Oral comprehension
- Written comprehension
- Weitten expression
- Speech clarity
WORK ACTIVITIES
- Administrative activities
- interacting with computers
- getting information
- communicating with supervisors
- peers or subbordinates
- organizing, planning and prioritizing work
- establishing and maintaining
- interpersonal relationships
- communicating with persons
WORK CONTEXT
- Telephone
- Contact with others
- Face to face discussions
- Electronic Mail
- Letters and memos
- Importance of being
- exact or accurate
- work with work group or team
- structured versus unstructured work
WORK STYLES
- Cooperation
- Attention to detail
- Dependability
- Integrity
- Concern for others
- Self control
- Self tolerance
- Adaptability / flexibility
- Independence initiative
Components of a typical work emvironment for and administrative secrstary
Computer station is comprise of the ff:
a. the work surface; the height of the desk
b. the sight ( dissolution ) of the computer screen
c. the keyboard
d. the mouse;
e. the working chair with arm rest.
f. foot rest
g. the placement of the computer screen, the keyboard in relation to the desk and the working chair.
- imptroper use of computer and insppropriate work positioning at a computer workstation may result in computerized musckuloskeletal injury
- computer usahe for four or more hours without a rest break remain remains greatest risk for upper extremity muskuloskeletal disorders for workers.
- work related muskuloskeletal disorders are caused by physical, individual and psychosocial bariables such as mood, coping skills, job control, job satisfaction, job stress and social support are implicated in work related uppee extremity disorders.
- they also identified workstyle
WORKSTYLE
- defined as the workers approach for coping with job demands, as another psychosocial factors. All this factors place the secretary at risk for musckuloskeletal disorders.
INITIAL EVALUATION
• INTERVIEW
- regarding job responsibilities, work schedules, attitudes towards her work, and feelings towards her supervisor.
• OBSERVATION
- observed about 1 hr how the client carried out their duties, interaced with faculty, students and visitors
- changes of body position when working woth computer, answering the telephone and retrieving files.
ON SITE JOB EVALUATION
- Worker information
- Job Title
- Work Schedule
- Placement of workstation
- Furniture at workstation
- Equipment- fixed items
- Tools - Handheld items
