Case Study of an Administrative Secretary Flashcards
1
Q
First task
A
analyze the work requirements for a secretary as defined by US Department of Labor.
2
Q
Comparison can be made by
A
between individual clients capability or capacity to perform a specific job and the requirements of the job.
- type of information available at ONET Online
3
Q
ONET Online
A
- 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 )
4
Q
STANDARD OCCUPATIONAL CLASSIFICATION ( SOC )
A
- 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.
5
Q
OCCUPATIONAL OUTLOOK HANDBOOK
A
- 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.
6
Q
DICTIONARY OF OCCUPATIONAL TITLES ( DOT )
A
- 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
7
Q
US Department of Labor recommeded
A
the use of ONET Online to obtain the most current situations about the jobs
8
Q
JOB DESCRIPTION
According to ONET Online Summary
A
- 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
9
Q
Examples of tasks
A
- 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
10
Q
KNOWLEDGE
A
- clerical
- english language
- customer and personal services
- computer and electronics
- administration and management
- critical thinking
- active learning
- coordination
11
Q
SKILLS
A
- Active Listening
- Reading Comprehension
- Time Management
- Speaking
- Writing
- Near Vision
- Problem Sensitivity
- Information Ordering
- Deductive reasoning
12
Q
ABILITIES
A
- Oral comprehension
- Written comprehension
- Weitten expression
- Speech clarity
13
Q
WORK ACTIVITIES
A
- 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
14
Q
WORK CONTEXT
A
- 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
15
Q
WORK STYLES
A
- Cooperation
- Attention to detail
- Dependability
- Integrity
- Concern for others
- Self control
- Self tolerance
- Adaptability / flexibility
- Independence initiative
