TUGAS SEKRETARIS

11/29/2012
Sri Rahayu Edarsasi
Stikom, 29 November 2012
TUGAS SEKRETARIS
Executive Secretary Jobs[1].mp4
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AN EVOLUTION OF DUTIES
THEN
Take phone messages
Handle clerical details
Identify problems
Support one manager
Assignments are delegated
Good interpersonal skills
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Is given constant direction
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Take minutes at business meetings
Types dictated correspondence
Collects information
Considered a low-level clerk
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NOW
Coordinate communications, handle calls
Manage projects
Solve problems
Work as partner and team playe
Leads the improvement process
Excellent interpersonal skills – oral,
written, virtuaL
Self-starter
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Participate in meetings
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Mastery of integrated
computer software applications
Researches, organizes and displays information
Is a contributing part of the management team
Perubahan Fungsi dari
Sekretaris Tradisional
Peningkatan Peluang dan
Karir
Fungsi sebagai ‘Manager
Informasi’
Pemanfaatan ‘IT’ untuk
meningkatkan efisiensi
dan efektifitas
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SEKRETARIS YANG
KOMPETEN
KONSEP DAN DEFINISI
KOMPETENSI adalah suatu kemampuan menguasai dan
menerapkan pengetahuan, keterampilan / keahlian dan sikap
kerja / Attitude tertentu di tempat kerja sesuai dengan kinerja
yang dipersyaratkan
Note: Kompetensi erat kaitannya dengan kewenangan.
Orang yang kompeten ialah orang yang memiliki
kemampuan dan sekaligus juga kewenangan
FAKTOR-FAKTOR STANDAR KOMPETENSI
1. PENGETAHUAN & KEMAMPUAN UNTUK
MENGERJAKAN SUATU TUGAS DALAM KONDISI
NORMAL DI TEMPAT KERJA
2. KEMAMPUAN MENTRANSFER DAN MENERAPKAN
PENGETAHUAN & KEMAMPUAN PADA SITUASI
LINGKUNGAN YANG BERBEDA
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1. Kompetensi Spesialis, kemampuan untuk;
Ketrampilan & Pengetahuan
Menggunakan Perkakas dan Peralatan
dengan sempurna
Mengorganisasikan dan Menangani Masalah
2. Kompetensi Individu, kemampuan untuk;
Inisiatif
Dipercaya
Motivasi
Kreatif
3. Kompetensi Metodik, kemampuan untuk;
Mengumpulkan & Menganalisa Informasi
Mengevaluasi Informasi
Orientasi Tujuan Kerja
Bekerja secara sistematis
4. Kompetensi Sosial, kemampuan untuk;
Berkomunikasi
Kerja Kelompok
Kerjasama
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DENGAN MENGUASAI STANDAR KOMPETENSI,
MAKA SESEORANG AKAN MEMAHAMI
1.
BAGAIMANA MENGUASAI TUGAS / PEKERJAAN
2.
BAGAIMANA MENGORGANISASIKANNYA AGAR PEKERJAAN
TERSEBUT DAPAT DILAKSANAKAN
3.
APA YANG HARUS DILAKUKAN, BILAMANA TERJADI SESUATU
YANG BERBEDA DENGAN RENCANA SEMULA
4.
BAGAIMANA MENGGUNAKAN KEMAMPUANNYA UNTUK
MEMECAHKAN MASALAH
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GLOSSARY of administrative support job description
Menurut International Association of Administrative Professionals (IAAP), berikut
glossary of administrative support job description
1.
2.
3.
4.
5.
Senior Executive Assistant
Executive Assistant
Senior Administrative Assistant
Administrative Assistant
Entry-Level Administrative
Assistant
6. Senior Office/Facilities Manager
7. Office/Facilities Manager
8. Human Resources Assistant
9. Marketing Assistant
10. Sales Assistant
11. Project Coordinator
12. Presentation/Graphics Specialist
13. Logistic Coordinator
14. Front desk coordinator
15. Receptionist
16. Switchboard Operator
17. Office Assistant
18. Mail Assistant
19. File Clerk
20. Imaging Specialist
21. Senior Data Entry Specialist
22. Data Entry Specialist
23. Customer Service Manager
24. Senior Customer Service Representative
25. Customer Service Representative
.
GLOSSARY …….
Senior Executive Assistant
Duties include those described for the executive assistant but require stronger work
experience within each function. Supports the most senior executive, particularly in
large corporations. May supervise other administrative staff. Possesses advanced
computer skills along with the ability to train others on system usage. A premium
paid for specific industry or market experience.
Executive Assistant
Performs administrative duties for executive management. Responsibilities may
include screening calls, making travel and meeting arrangements, preparing reports
and financial data, training and supervising other support staff, and customer
relations. Requires strong computer and internet research skills. Also calls for
flexibility, excellent interpersonal skills, project coordination experience, and the
ability to work well with all levels of internal management and staff, as well as
outside clients and vendors.
.
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GLOSSARY …….
Senior Administrative Assistant
Duties include those described for administrative assistant but require stronger
work experience within each function. Supports senior level managers and may
supervise other support staff. A premium is paid for specific industry or market
experience. Advanced computer skills with the ability to train others in system
usage is preferred.
Administrative Assistant
Performs administrative and office support activities for multiple supervisors.
Duties may include fielding telephone calls, receiving and directing visitors,
word processing, filing, and faxing. Extensive software skills are required, as
well as Internet research abilities and strong communication skills. Staff in this
category also may have the title of department assistant, coordinator, or
associate.
Entry-Level Administrative Assistant
Performs a variety of Internet research functions and uses word processing,
spreadsheets and presentation software. Duties also include fielding telephone
calls, filing and data entry. May assist with overflow work from administrative
and executive assistants, and fill in for the office receptionist as needed
GLOSSARY …….
Senior Office/Facilities Manager
Responsibilities include those described for office manager, but this position
requires more extensive experience and management skills. Duties may include
selecting office vendors and supervising purchasing processes, directing mailroom
and maintenance staff, and coordination of regular building maintenance staff. Solid
communication and staff management skills are required, as well as some
accounting knowledge.
Office/Facilities Manager
Coordinates various office support services, including purchasing and facilities
management. Requires strong communication skills and some accounting knowledge.
May include supervision of office administrative staff.
Human Resources Assistant
Responsibilities may include screening telephone calls, scheduling interviews,
researching the Internet to locate potential job candidates, scanning resumes, and
assisting with planning new employee coordination meeting, compiling materials and
maintaining employee database records. Strong computer skills required, as well as
sensitivity to confidential matters.15
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GLOSSARY …….
Marketing Assistant
Duties include those described for administrative assistant, but this position typically
supports a marketing department exclusively. May assist both fulltime employees and
consulting or freelance staff. Additional duties include assisting with trade show and
event planning, creating or updating presentation software files, tracking budgets and
expenses, and communicating with external creative service providers.
Sales Assistant
Duties include those described for administrative assistance, but this position supports a
sales department exclusively. May assist regional sales staff based in remote locations
(i.e., not in the central office). Additional responsibilities may include processing expense
reports, coordinating the submission of proposals, planning meetings, tracking sales
progress, troubleshooting minor technical problems, maintaining department database
records, and serving as a liaison between traveling sales representatives and staff based
in the home office. Strong computer and organization skills are required.
Project Coordinator
Works with internal and external parties to organize the various components needed to
initiate, run and conclude major projects. Duties include coordinating schedules and
activities, placing orders for supplies and services, and tracking progress and results.
Requires excellent communication skills and extensive knowledge of database and project
management software. Often reports to product development, project management or
marketing executives. The position is especially prevalent in construction, transportation
and technology industries. A premium is paid for the industry experience.
GLOSSARY …….
Presentation/Graphics Specialist
Duties include using presentation software programs (such as Microsoft
PowerPoint) to create presentations for meetings and events. Also may edit
material and provide basic instruction to presenters on how to use a particular
program.
Logistic Coordinator
Responsible for thr logistical processing of customer order, includes coordination
with vendor, sales staff, customer services representative, billing representative,
warehouse and shipper. Arrange shipment of requested item, goods and
merchandise. Some backgroud exprerience in purchasing, inventory control,
transportation and warehousing function is needed. Computer profiency is
required.
Front desk coordinator
Manage the lobby area. Greets and directs all visitors, including vendor, clients,
job candidates and customers. Ensure completion of paperwork, sign-in and
security procedures. Handling special administrative project as well as overflow
work from department and executive assistant. Depending size of the firm, also
may answer incoming call
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GLOSSARY …….
Receptionist
Greets visitors, handles incoming calls and performs general administrative
duties. Also may assist other administrative staff with overflow work, including
word processing, data entry and internet research tasks.
Switchboard Operator
Places, receives and routes a high volume of calls through an electric
switchboard. Supplies information to callers, relays messages and announces
visitors.
Office Assistant
Performs basic clerical tasks. Operates basic office equipment. Sorts and
routes incoming materials. May require computer and data entry skills.
Mail Assistant
Sorts and distributes incoming and outgoing mail. Operates manual and
electrical mailing equipment. Position usually found in larger companies.
GLOSSARY …….
File Clerk
Performs basic clerical tasks, such as systematically arranging letters, memoranda,
invoices and other indexed documents according to an established system. Operates
office equipment and completes general office work. Sorts and distributes mail.
Required proficiency in basic word processing, spreadsheet and database programs.
Additional duties may include answering telephones and some data entry.
Imaging Specialist
Sorts and prepares documents for imaging correctly and accurately indexes images.
Must have knowledge of document imaging/scanning hardware and software, and
experience creating electronic copies of documents. Strong computer skills, including
experience with Microsoft Office and document creation software such as Adobe
Acrobat, are required.
Senior Data Entry Specialist
Prioritizes and batches material for data entry. Completes information analysis for
procedures and reports. Requires knowledge of technical material and the ability to
train and supervise others. Capable of high volume data entry.
Data Entry Specialist
Inputs information from a variety of sources into a computer database. May take
customer orders and enter them into a pre-established tracking system.
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GLOSSARY …….
Customer Service Manager
Hires, trains and manages member of the customer service department. Resolves
difficult issues regarding client complaints and other matters. Works closely with
managers in other departments, such as sales, on updating policies and
procedures for client services.
Senior Customer Service Representative
Duties include those described for customer service representative but require
stronger work experience for each function. Additional duties may include
proactive communication with customers and client via telephone, e-mail, or
regular mail; managing database records; drafting status reports on customer
service issues; and supervising staff.
Customer Service Representative
Duties include receiving and placing telephone calls. Maintains solid customer
relationships by handling their questions and concerns with speed and
professionalism. Performs data entry and uses software programs. Also may
require research skills to trouble shoot customer problems. Excellent
communication abilities are essential.
HOW TO MANAGE YOUR BOSS
- Recognize the increasing stresS levels
Kenali jika pimpinan anda sedang meningkat stressnya dalam pekerjaan
- Voice your needs and concerns
Menjaga jalur komunikasi antara anda dan pimpinan anda untuk menyampaikan
apa yang anda butuhkan untuk mendukung pekerjaan anda
- Ask your boss to keep you informed
Minta pimpinan anda untuk menginformasikan yang dikerjakannya terutama
yang berkaiatan dengan pekerjaan anda sehingga anda bisa mempersiapkan
pekerjaan atau tugas
- Keep your boss informed
Informasikan kepada pimpinan anda apa yang anda kerjakan
- Meet reqularly
Menjadwalkan pertemuan rutin dengan pimpinan
- Solicit and provide feed back
Mengumpulkan dan memberikan umpan balik serta penggabungan gaya kerja
- Get personal
Pelajari kepribadian Pimpinan anda
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THE SECRETARIES AND ADMIN
PROFESSIONAL ETHICS
6. Work unsupervised
Selalu bekerja dengan produktif , sesuai deadline dan prioritas
7. Be Co-operative
Selalu membantu dan berbagi pengalaman terhadap rekan jika memungkinkan.
Katakan ‘Tidak’ jika anda tidak bisa melakukan suatu perkerjaan
8. Flexibility
Fleksible terhadap waktu kerja jika ada keadaan ‘emergency’
9. Multi Skilling
Belajar sebanyak mungkin tentang hal yang berkaitan dengan pekerjaan maupun
posisi lain dalam perusahaan
10. Bribery
Jangan menerima hadiah dari internal maupun external. Ikuti aturan dan prosedur
perusahaan
THE SECRETARIES AND ADMIN
PROFESSIONAL ETHICS
1. Confidentially
Selalu menyimpan informasi secara rahasia baik perusahaan maupun klien.
2. Honesty
Selalu mengatakan dengan jujur sesuai dengan keadaan yang sebenarnya
3. Loyalty
Bersikap loyal / setia terhadap pimpinan maupun perusahaan
4. Reliable
Tunjukkan bahwa anda sekretaris yang dapat diandalkan. Setiap pekerjaan dapat
diselesaikan tepat waktu dan memberikan hasil yang terbaik sesuai kemampuan
anda
5. Responsible
Bertanggung jawab dengan mengatur pekerjaan sesuai prioritas dan
melaksanakannya dengan tepat waktu
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EMAIL
CASH ADVANCE
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REIMBURSEMENT
ORDER REPORT, STOCK REPORT
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TRAVEL REQUEST_1
TRAVEL REQUEST_2
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SALES REPORT
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