Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

SOC 43-6014.00Job Zone 2 · Some Preparationv.26.05

Context coveredThis framework covers general office and administrative support work performed in business, government, and institutional settings where secretaries and administrative assistants manage communications, scheduling, records, and office technology across a range of organizational sizes and industries.

Sources:O*NET v30.2 SkillsCrosswalk

Emerging

Entry / Apprentice

Incoming telephone calls — answer promptly and relay accurate messages to the appropriate staff member under direct supervisor guidance in a general office setting.
Office visitors and callers — greet courteously and direct to the correct department or individual by following established front-desk protocols.
Basic word processing software — use to draft simple correspondence and memos under close supervision in a standard administrative role.
Office equipment such as copiers and fax machines — operate for routine reproduction and transmission tasks following posted instructions in a shared office environment.
Paper and electronic filing systems — place and retrieve documents accurately by adhering to a pre-defined organizational scheme established by senior staff.
Appointment scheduling tools — enter and confirm client or supervisor appointments into a shared calendar system under direct instruction.
Database entry forms — input data accurately into existing database templates following supervisor-provided guidelines in an office administrative environment.
Email correspondence — send and receive routine internal messages using standard office email platforms under guidance from a supervisor.
Written office instructions and standard operating procedures — read and apply to complete assigned clerical tasks with accuracy in a general business setting.
Common office supplies and workspace — organize and maintain in a tidy, functional condition by following established housekeeping standards for the front office.

Developing

Mid-level / Established

Multi-line telephone systems — manage incoming call routing, take detailed messages, and transfer callers independently during moderately busy office hours.
Visitor inquiries and customer service interactions — handle with professionalism and resolve routine concerns without supervisor intervention in a business office environment.
Departmental databases — create, update, and query records routinely using database user interface software to support ongoing administrative operations.
Word processing and desktop publishing software — produce well-formatted reports, letters, and internal documents with minimal proofreading support from others.
Electronic mail systems — coordinate information flow between internal departments and external contacts by organizing, prioritizing, and responding to messages in a timely manner.
Paper and electronic filing systems — maintain and update comprehensively, including indexing new categories of records to reflect evolving office needs.
Office equipment malfunctions — identify and report promptly, and coordinate repair or temporary workaround arrangements to minimize workflow disruption.
Scheduling conflicts for multiple supervisors or teams — recognize and resolve by applying sound time-management judgment within a fast-paced administrative environment.
Written business communications — compose clear, grammatically correct emails and memos independently, applying standard business-writing conventions for an office audience.
Competing administrative deadlines — prioritize and manage simultaneously by applying self-directed time-management practices in a general office environment.

Proficient

Senior / Expert IC

Complex multi-stakeholder scheduling — design and maintain across several supervisors and external clients, anticipating conflicts and proposing solutions autonomously in a busy corporate office.
Office information systems including databases and document management platforms — administer end-to-end, ensuring data integrity and consistent record-keeping across the department.
Non-routine caller and visitor situations — assess and resolve independently, applying critical thinking and social perceptiveness to de-escalate concerns and redirect appropriately.
Comprehensive electronic filing architecture — establish and refine for a department, selecting logical classification schemes that improve retrieval speed and compliance in a regulated business environment.
Advanced word processing, graphics, and desktop publishing tools — utilize to produce high-quality presentations, reports, and communications that meet professional organizational standards.
Cross-departmental email coordination — manage systematically, ensuring timely and accurate information flow between internal teams and external organizations without supervisory oversight.
Administrative process gaps or inefficiencies — identify through ongoing monitoring and recommend practical improvements to procedures in a general business office context.
Human resources software and portal systems — use to maintain employee attendance records, onboarding documents, and related administrative data with accuracy and confidentiality.
Judgment calls on information sensitivity and disclosure — apply independently by evaluating caller or visitor requests against organizational policies and integrity standards.
New office staff and temporary employees — guide through established administrative procedures, demonstrating correct use of office equipment, filing systems, and scheduling tools.

Advanced

Lead / Principal / Executive

Office-wide administrative procedures and standards — develop and document comprehensively, establishing best practices that govern all clerical and support functions across the organization.
Administrative support team operations — lead day-to-day, assigning tasks, setting performance expectations, and coaching staff to maintain high-quality service delivery in a multi-function office.
Organization-level scheduling and calendar systems — oversee and optimize, designing protocols that coordinate executive, departmental, and external appointment needs at scale.
Technology adoption for office productivity tools — evaluate, recommend, and champion new database, document management, or communication platforms that improve organizational efficiency.
Cross-organizational information flow and correspondence standards — set policy for, ensuring consistency, professionalism, and compliance across all written and electronic communications.
Administrative budget requirements and vendor relationships — manage for the office support function, negotiating service agreements for equipment maintenance and supplies within organizational guidelines.
Staff training curriculum for administrative competencies — design and deliver, building team capability in customer service, software use, filing practices, and professional communication.
Organizational records management and compliance requirements — interpret and enforce, ensuring filing systems and data retention practices meet applicable regulatory and internal audit standards.
Strategic improvements to front-office operations — identify through analysis of recurring issues and implement solutions that enhance the visitor and caller experience at an organizational level.
Institutional knowledge of administrative systems and organizational culture — transfer systematically to new hires and successors, ensuring continuity of high-quality support functions over time.

AI-at-Work Competency Framework

Sources:Anthropic Economic Index Jadhav & Danve, 2026 WEF Skills Taxonomy

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Emerging
Developing
Proficient
Advanced

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Pathsmith™ Durable Skills Framework

Sources:Pathsmith™ Durable Skills O*NET v30.2

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Source anchors that ground each statement

Related titles

Administrative Assistant · Administrative Assistant (Admin Assistant) · Administrative Associate · Administrative Clerk · Administrative Coordinator · Administrative Liaison · Administrative Resources Associate · Administrative Secretary (Admin Secretary) · Administrative Specialist (Admin Specialist) · Administrative Support Assistant (ASA) · Administrative Support Specialist · Administrative Technician

RAPIDS apprenticeships

0277 · Administrative Assistant

O*NET skills

Active ListeningSpeakingReading ComprehensionWritingService OrientationTime ManagementCoordinationMonitoringCritical ThinkingSocial PerceptivenessJudgment and Decision Making

Knowledge domains

AdministrativeEnglish LanguageComputers and ElectronicsCustomer and Personal ServiceAdministration and Management

Abilities

Written ComprehensionOral ComprehensionOral ExpressionWritten ExpressionNear VisionSpeech RecognitionSpeech ClarityInformation OrderingProblem SensitivityDeductive Reasoning

Work styles

DependabilityAttention to DetailCooperationSocial OrientationIntegritySelf-Control

Technology

Word processing softwareDocument management softwareGraphics or photo imaging softwareWeb page creation and editing softwareDesktop publishing softwareHuman resources softwareData base user interface and query softwareData base management system softwarePortal server softwareWeb platform development software

Tasks · seed anchors for statements

Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
Create, maintain, and enter information into databases.
Use computers for various applications, such as database management or word processing.
Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
Schedule and confirm appointments for clients, customers, or supervisors.

CIP education codes

52.040152.0402