Administrative Assistant / Secretary

160 Hours/Instructor Supported/Textbook included

Overview

Many types of offices require the skilled work of a trained office secretary/administrative assistant. Administrative assistant duties can vary by office, but most often, an office secretary, or administrative assistant, is someone who helps to keep an office well organized and managed.

Whether you want to organize your home office, enhance your current secretary skills, or start toward an exciting new career, this administrative assistant course is for you! An administrative assistant job description can vary, but overall, our course can help you better understand the skills needed to become a qualified administrative assistant.

This administrative assistant/secretary course offers a comprehensive curriculum on number of topics, including:

• Managing your work and time
• Technology
• Processing mail
• Records management
• Scheduling appointments and receiving visitors
• Making travel arrangements
• Planning meetings and conferences
• Telephone skills
• Preparing for your job search

Outline

Administrative Assistant/Secretary Module 1

General Office Procedures

• The New Administrative Assistant
• Daily Routine
• Your Office
• Work Planning
• Telephone Usage
• Screening Calls
• Telephone Etiquette Tips
• Mail Services and Shipping
• Petering & Packaging
• Travel Arrangements
• Transportation Reservations
• Before the Trip Checklist
• Dealing with Meetings
• Anatomy of a Meeting
• Meeting Agendas and Minutes
• Time Management
• Maintaining an Activity List
• Creating Action Plans
• Keeping Accurate Records
• Filing Systems and File Cabinets

Administrative Assistant/Secretary Module 2

Office Equipment and Computers, Part 1

• Understanding Office machines
• Copy Machines
• Telecommunications Equipment
• Personal Data assistants
• Computer Hardware
• Input and Output Devices
• Hand-Held Computers
• Computer Software
• Operating Systems
• Starting a Computer Program
• Using Explorer to View Files and Folders
• Windows Help
• Saving and Printing Files
• Computer Shortcuts
• Database Management
• Creating and Using a Database
• Computer Networking
• Wireless Connections
• Understanding E-Mail
• E-Mail Accounts, Passwords and Programs
• Organizing Your E-Mail
• Using the Internet
• Printing and Saving a Web Page
• Downloading and Uploading Files
• Error Messages
• Web Conferencing

Administrative Assistant/Secretary Module 3

Office Equipment and Computers, Part 2

• Spreadsheet Software
• Navigating Around a Spreadsheet
• Spreadsheet Functions
• Data Security
• Security Threats from Outside and Inside
• Computer Viruses
• Keyboarding Skills
• Word Processing
• Creating, Editing and Formatting Documents
• Desktop Publishing Issues
• Desktop Publishing Software Tools
• Graphics Formats
• Scanners
• Digital Photography
• Using PowerPoint
• Planning a PowerPoint Presentation
• Troubleshooting Computer Problems
• Office Ergonomics
• Positioning Your Computer Keyboard & Mouse
• Arranging Your Workstation
• Glossary of Computer Terms

Administrative Assistant/Secretary Module 4

Business Documents

• Creating a Great Business Letter
• Parts of a Business Letter
• Appearance and Paragraphing
• Contents of the Letter
• Routine Letters
• Interoffice Memorandums and E-Mails
• Paper Selection
• Envelopes and Labels
• Reports and Report Templates
• Press Releases
• Editing and Proofreading
• Forms of Address
• Legal Documents and Terms
• Grammalogues
• Notary Public Forms
• Agreements and Contracts
• Legal and Real Estate Terms

Administrative Assistant/Secretary Module 5

Language Usage

• Grammar
• The Parts of Speech
• Nouns and Verbs
• Using Adjectives and Adverbs
• Pronouns and Prepositions
• Language Usage and Style
• Subject-Verb Agreement
• Modifier Placement
• Modifier Placement
• Sentence Types
• Compound Sentences
• Avoiding Redundancies
• Phrases and Words to Omit
• Common English Usage Problems
• Language: Key to Your Success
• Spelling and Spell Check
• Irregular Spelling
• Capitalization
• American English vs. British English
• Pronunciation: Perfecting Your Speech
• Punctuation
• Using a Period or Comma
• Writing Numerals
• The Abbreviation for Numbers
• Roman Numerals

Administrative Assistant/Secretary Module 6

Financial Activities

• Bookkeeping and Accounting
• Financial Record Keeping
• Assets and Liabilities
• Effect of Business Transactions
• Accounting Statements
• Payroll
• Travel and Entertainment Expenses
• Records for Lenders
• Business Taxes
• State Taxes
• Franchise Tax
• Sales Tax
• Employment Taxes
• Self-Employment Tax
• Employee or Independent Contractor?
• The Company’s Bank
• Checking and Savings Accounts
• Making Deposits
• Trust Services
• Reconciling Bank Statements
• Trading with Other Countries
• Sources of financing
• U.S. Weights and Measures
• International Weights and Measures (Metric)

Administrative Assistant/Secretary Module 7

Career Advancement

• Growing as the Company Grows
• Upgrade Your Skills
• Recognizing a Time for change
• Your Resume’
• The Interview
• Presentation Kills
• Preparing Your Presentation
• Group Presentations
• Communications Skills
• Giving Feedback
• Listening and Nonverbal Communication
• Office Management and Supervision
• The Role of the Office Manager
• Building Trust with Your Team
• Conflict Management

Textbook included with course:

• Administrative Assistant's and Secretary's Handbook (Hardcover) by James StromanJames Stroman (Author)

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, Kevin Wilson, Jennifer Wauson

Instructor: Florence Seymour

Administrative assistant jobs are a vital part of the economy. The role of an administrative assistant is to keep an office organized and ensure that everything runs smoothly. Mrs. Seymour has been an Executive Secretary and Administrative Assistant for her entire career. She enjoys helping people be the best they can be.

As a secretary and administrative assistant, Mrs. Seymour has performed a variety of administrative and clerical duties necessary to run an organization efficiently. She has served as the information and communication manager for offices; planning and scheduling meetings and appointments; organizing and maintaining paper and electronic files; managing projects; conducting research when necessary; and disseminating information by using the telephone, mail services, and e-mail. She has also handled travel and guest arrangements. Whatever the job put in front of her she takes it on as a challenge and does her best to make the office run smoothly.

Computer Requirements

Internet Access

·         Broadband or high-speed internet access is strongly recommended. Broadband includes DSL, cable, and wireless connections.

·         Dial-Up internet connections will result in a diminished online experience. Moodle pages may load slowly and viewing large audio and video files may not be possible.

Hardware

·         Virtually all Windows-Mac-Linux hardware configurations and processors are acceptable.

·         1 GB RAM recommended

Software

·         Operating Systems

§  Windows XP or Vista and Mac OS X 10 and higher, most Linux distributions

·         Web Browsers

§  Mozilla Firefox 2 and 3 (previous versions will work also)

§  Internet Explorer 6, 7 and 8

§  Safari is not currently recommended as it cannot display certain Moodle editing menus for both students and instructors

Media Plug-ins (These may be required depending on your course media-click on the links below to download the latest versions)

§  Adobe Flash Player

§  Adobe Acrobat Reader

§  Apple Quicktime

§  Windows Media Player

§  Real Player

§  PowerPoint Viewer (use this if you don’t have PowerPoint)