Administrative Assistant's and Secretary's Handbook / Edition 4

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Overview

“[A] treasure trove of practical tips, accessible instructions, and invaluable tools for administrative professionals… it doesn’t get much better than this book.” Praise for a previous edition of the handbook, BookViews.com

As an office professional, you only have to do one thing: everything. And there never seems to be enough time to do it all, much less learn how.

But if you really want to ramp up your job performance—and your value to your employer—you need the new fourth edition of the Administrative Assistant’s and Secretary’s Handbook—an almost endless supply of savvy advice, great tips, proven tools, and powerful strategies for dealing with both everyday job respon­si­bili­ties and the almost-everyday crisis. Here is the definitive source of information on:

• time management

• creating great PowerPoint presentations

• managing e-mail and your schedule with Microsoft Outlook

• creating first-class business documents with Microsoft Word

• creating attention-grabbing newsletters using Microsoft Publisher

• making clear and accurate spreadsheets with Microsoft Excel

• time-saving keyboard shortcuts

• computer and paper filing systems

• mail and shipping issues

• travel arrangements

• meeting planning and management

• e-mail etiquette

• language usage, grammar, spelling, and punctuation

• foreign countries, languages, and currencies

• zip codes and area codes

• weights and measures

• legal terminology and workplace laws

• data security

• planning and coordinating Web conferences

• computer and software troubleshooting

• bookkeeping and accounting principles

• business math formulas

• office ergonomics and workplace comfort

• AND your own career advancement!

So whether you’re brushing up your skills, keeping up with new developments in business, increasing your own marketability, or just starting a challenging and rewarding career, this comprehensive and state-of-the-art handbook is a must-have resource!

MORE PRAISE FOR PREVIOUS EDITIONS

“An excellent handbook for office reference.” — Bookwatch

“A handbook full of essential information for administrative assistants and secretaries.”— Reference and Research News

“Sets the gold standard for professionals who want to please not just their bosses—but themselves.”— The Progressive Woman

“Provides easy access to a wealth of practical and useful information… comprehensive scope… [a] useful reference tool.”— American Reference Books Annual

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Product Details

  • ISBN-13: 9780814417607
  • Publisher: AMACOM
  • Publication date: 9/24/2011
  • Edition description: Fourth Edition
  • Edition number: 4
  • Pages: 592
  • Sales rank: 174,494
  • Product dimensions: 7.50 (w) x 10.00 (h) x 2.10 (d)

Meet the Author

JAMES STROMAN has worked as an executive assistant to an army general, a governor, and the owner of an NFL football team. KEVIN WILSON is Vice President of Videologies, Inc., a company that specializes in training administrative professionals in Fortune 500 companies. JENNIFER WAUSON is President of Videologies, Inc.

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Read an Excerpt

Chapter 1

Overview for the New Administrative Assistant

Why Are You Needed?

As an administrative assistant, you are hired to relieve your busy employer of a great deal of work, especially the details of office procedure and other matters that do not require your employer’s personal involvement. You’ll act as a liaison between your boss and the rest of the company. Sometimes you’ll act as a buffer. Depending on the size of the company, you may also be called on to perform tasks normally outside the secretarial role in sales, banking, billing, payroll, accounting, advertising, public relations, purchasing, and more. Everything you do for your employer must duplicate as closely as possible what he or she would do if not absorbed in work that couldn’t be delegated.

Every businessperson dreams of having the perfect administrative assistant, and every administrative assistant dreams of having the perfect boss. We hope you and your boss will become so well adjusted to each other that you’ll work as a team, each trusting the other to carry part of the load in harmony.

What Do Employers Want?

It’s helpful to know what an employer expects of a “perfect administrative assistant” so that you can present yourself at your best during both the job interview and those critical first weeks on the job. Here are a few of the most important qualities:

Punctuality. An employer wants an administrative assistant who is consistently punctual and always on hand during office hours. An administrative assistant who continually arrives even a few minutes late or who is ill frequently can cause havoc in a busy office. The employer knows from experience that such an administrative assistant may not be truly interested in the work. This person will be passed over or terminated in favor of someone with greater respect for the job—an administrative assistant who is always punctual and always there when needed.

Dependability. An employer considers the applicant’s disposition and personality, trying to judge whether he or she is dependable. For example, would the candidate rush home at precisely five o’clock despite an office crisis, or would he or she take enough responsibility to volunteer to remain after hours if an emergency arises?

Ability to learn. An employer wants to know the extent of the applicant’s education—not only formal programs and degrees but also self-instruction and single courses. This information indicates the applicant’s willingness and capacity for learning. For example, an employer may hope that you know the specific computer software the company already uses but not be too concerned if you aren’t familiar with it if you show the potential to learn quickly.

Willingness to follow instructions. An employer wants a candidate who follows instructions carefully and willingly. Of course, a good administrative assistant will soon take initiative and perform certain tasks differently to save time or improve results. But the administrative assistant who always demands complete control may ultimately become unwilling to follow instructions, debating or questioning every one of the boss’s directives. Though intelligent input from an administrative assistant is prized, an employer usually prefers not to argue points that he or she has already decided. The employer is concerned with more important matters than explaining all the reasons for pursuing a particular policy.

Therefore, the employer looks for an administrative assistant who will execute a decision no matter how many alternatives may seem obvious, or no matter what a former boss did in the same situation. In other words, the employer wants someone whose personality will be an asset rather than a handicap.

Loyalty and confidentiality. Although these qualities are impossible to discover during an interview alone, every boss wants his or her administrative assistant to possess them. In an office, there is nothing more unwelcome than the “human sieve” who constantly chatters about every conversation heard, spreads idle rumors like wildfire, and must constantly be screened from confidential projects and information. No matter how efficient, how educated, and how experienced that administrative assistant is, his or her employment will be short-lived.

And something else. A keen employer wants more in a prospective administrative assistant than these general qualifications. During an extended interview, the employer will be looking for quick-wittedness, flexibility, commitment to work, a certain quality and level of conversation, and a sense of courtesy. This last attribute is essential in establishing cordial relations with clients and fellow employees.

Interview Tips

During your interview, it is wise to be as relaxed as possible despite a natural tendency to be nervous. Appear on time, of course, and be well groomed and neatly dressed; otherwise, the appointment may be canceled at the receptionist’s desk.

If you try too hard to sell yourself, you’ll make a poor impression. Allow the employer to form his or her own first impression. After all, he or she knows what kind of administrative assistant is needed and, in addition, may prefer to work with a certain type of person. If you’re not what the employer wants, it’s better for both of you that another applicant be chosen.

During an interview, the employer may try to see where your attention is focused, asking such questions as how many sick days you used on your previous jobs, and how many outside activities you engage in. Previous sick days can and will be checked, so don’t lie. If you have many outside interests, mention only those that in some way contribute to your job, such as night courses or professional associations. You don’t want to give the impression that you’re “too busy” to work.

If you receive a job offer, the salary may be less than what you think you’re worth. There’s often a discrepancy between what we’d like to make and what we can make. Job applicants fresh from school, in particular, may feel this way until they become more familiar with what the market is actually paying. Before refusing a position on the basis of salary alone, first be sure you know what the salaries are for comparable secretarial and administrative assistant positions in your area and for someone with your education and experience. Then find out whether you’ll be eligible for a raise after a short period of probation. Finally, consider whether the position has opportunities for increased responsibility and advancement. While it may not seem true to you right now as a job applicant, a big salary is rarely more important than professional satisfaction.

Your Apprenticeship

Even if you are already well experienced, once you have a new position, you must be prepared to serve an apprenticeship with your new employer. Your past experience may be useful only in that it has taught you to learn quickly and to evaluate new situations. At your new office, there may be a different method for almost every daily procedure, even for distributing and opening the mail. No doubt, there will be a filing system you haven’t used elsewhere. You may be asked to use letter formats, paragraphing, punctuation, and abbreviations that were vetoed by a previous employer.

You may also discover that your new boss has an extensive vocabulary with many words you’ll need to learn, or just the reverse—a poor vocabulary that needs your assistance. Will your new boss wish you to type a letter exactly as dictated, or do you have permission to “add to and take from”? Or will the boss furnish only the essentials of what he or she wishes to convey and request that you put the letter together in proper form yourself?

Your need to be flexible extends to the computer system in the new office. You may find many differences between the hardware and software you used in school or at a past job and what you must use now. Even an updated version of the same software package may have a different user interface and functions. You need to familiarize yourself with the new computer and software, even if it means staying after work to read the manual and to experiment.

Stimulated by your brand-new environment and your past experience, you may find yourself coming up with dozens of ideas and suggestions within your first few weeks on the job. When you have a suggestion to offer, remember that it may very well have been made before and rejected for excellent reasons. When one of your ideas is refused, don’t take it personally. Soon, after you’re more familiar with the company and its operations, you’ll be able to make a better suggestion. At the same time, don’t be reluctant to give input freely when the boss asks for it.

A new employee’s overeagerness to offer advice, recommend changes, and carry over methods from old jobs may just disguise a need to be recognized for his or her capability. In this situation, the best way to prove yourself is to do your best, learn quickly, follow instructions accurately and intelligently, and cooperate with fellow employees. Show consideration for others beyond the call of duty. A little extra giving will cost you absolutely nothing and will bring huge dividends in trust and friendship among your coworkers and with your employer.

Excerpted from Administrative Assistant's and Secretary's Handbook, Fourth Edition by James Stroman, Kevin Wilson, and Jennifer Wauson. Copyright © 2012. Published by AMACOM Books, a division of American Management Association, New York, NY. Used with permission. All rights reserved. http://www.amacombooks.org.

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Table of Contents

C O N T E N T S

Preface xv

S E C T I O N O N E GENERAL PROCEDURES

1 Overview for the New Administrative Assistant 3

2 Daily Routine 7

3 Telephone Usage 15

4 Mail Services and Shipping 33

5 Travel Arrangements 56

6 Meetings 91

7 Time Management 104

8 Keeping Accurate Records 108

S E C T I O N T W O OFFICE EQUIPMENT AND COMPUTERS

9 Office Equipment 119

10 Using Microsoft Windows 135

11 Using Apple Macintosh 152

12 Email 158

13 Using the Internet 176

14 Computer Networking 188

15 Web Conferencing 193

16 Data Security 202

17 Troubleshooting Computer Problems 209

18 Office Ergonomics 221

S E C T I O N T H R E E USING MICROSOFT OFFICE

19 Common Microsoft Office 2010 Features 231

20 Using Microsoft Word 238

21 Using Microsoft PowerPoint 268

22 Using Microsoft Excel 283

23 Using Microsoft Publisher 290

24 Using Microsoft OneNote 296

25 Using Microsoft Outlook 299

26 Using Microsoft Web Applications 308

S E C T I O N F O U R BUSINESS DOCUMENTS

27 The Business Letter 315

28 Other Written Communications 334

29 Forms of Address 345

30 Legal Documents and Terms 363

S E C T I O N F I V E LANGUAGE USAGE

31 Grammar 379

32 Language Usage and Style 404

33 Common English Usage Problems 419

34 Spelling 436

35 Pronunciation 454

36 Punctuation 459

37 Numerals 473

S E C T I O N S I X FINANCIAL ACTIVITIES

38 Bookkeeping and Accounting 485

39 Business Taxes 498

40 Banking 502

41 Business and Financial Information for Small Businesses 514

42 Weights and Measures 522

43 Business Math 528

S E C T I O N S E V E N CAREER ADVANCEMENT

44 Your Future 539

45 Presentation Skills 547

46 Communications Skills 553

47 Office Management and Supervision 561

Index 573

About the Authors 591

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Customer Reviews

Average Rating 3.5
( 7 )
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Sort by: Showing all of 7 Customer Reviews
  • Posted May 8, 2010

    more from this reviewer

    Great Resource to Have

    I purchased this book right before I started my first job as an Administrative Assistant, which was 3 months ago. I read it, front to back, and it made me feel more confident before I started my job. I especially loved the section on the business letter, because I couldn't possibly figure out how to format those before the book. I can tell the authors tried to keep up with modern office technology and discuss as much as they could, but that section didn't really help me because my office doesn't use a lot of that equipment.
    Here are the sections in the book:
    1.Overview
    2.Daily Routine
    3.Telephone Usage
    4.Mail Services
    5.Travel Arrangements
    6.Meetings
    7.Time Management
    8.Keeping Records
    9. Office Machines
    10.Telecommunications
    11.Computer Hardware
    12.Computer Software
    13.Database Management
    14.Computer Networking
    15. Email
    16.Using the Internet
    17.Web Conferencing
    18.Spreadsheet Software
    19.Data Security
    20.Keyboarding Skills
    21.Word Processing
    22.Desktop Publishing
    23.Using Powerpoint
    24.Computer Problems
    25.Office Ergonomics
    26.Computer Terms
    27.The Business Letter
    28.Written Communications
    29.Forms of Address (Great Section also!!)
    30.Legal Documents and Terms
    31.Grammar
    32.Language Usage and Style
    33.Common English Usage Problems
    34.Spelling
    35.Pronunciation
    36.Punctuation
    37.Numerals
    38.Bookkeeping and Accounting
    39.Business Taxes
    40.Banking
    41.Business Information
    42.Weights and Measures
    43.Your Future
    44.Presentation Skills
    45.Communication Skills
    46.Office Management

    As you can see, there are so many topics covered! I wish the Office Management section was longer, because it talks about dealing with difficult people and conflict management.

    I think all offices should have a copy of this book. It is so comprehensive and helpful for so many different jobs.

    3 out of 3 people found this review helpful.

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  • Posted December 15, 2008

    more from this reviewer

    Indispensable how-to manual

    The CEO may seem indispensable, but little changes on a day-to-day basis if he or she is on vacation. On the other hand, if the CEO¿s administrative assistant (AA) is out of the office, things can break down fast. The CEO may be the public face of the organization, but the AA (executive secretary, office administrator) is its internal heart and soul. When people need things fixed, from copy machines to schedule conflicts, from lost documents to lost opportunities, they turn to the AA, the all-purpose office expert, who must be knowledgeable, friendly and approachable, even if the CEO is above the fray. Executive secretaries are expected to be superb generalists, able to do a million things efficiently, on time and well. And just how is this possible? Well, look at this big, fat manual for AAs and secretaries. It covers everything, from the elementary to the complex, from telephone procedures to recordkeeping, databases, technology, correspondence and more. If you are an AA or hope to be, this is the ideal guide, with all you need to know in one handy volume. getAbstract recommends it to office administrators in every industry.

    3 out of 3 people found this review helpful.

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  • Posted June 14, 2009

    Good book for those that are new to the profession

    I am new to the profession and needed a book that was comprehensive, clear and well organized. I feel that this is what I got when I bought this book. There are a few things that I wish had been included, but overall this was a good book. I still pull it out and use it every so often.

    1 out of 1 people found this review helpful.

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    Posted July 24, 2010

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    Posted April 7, 2010

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