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Executive Secretaries and Executive Administrative Assistants

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Provide high-level administrative support by conducting research, preparing statistical reports, and handling information requests, as well as performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.


Sample of reported job titles: Administrative Aide, Administrative Assistant, Administrative Associate, Administrative Coordinator, Administrative Secretary, Administrative Specialist, Executive Administrative Assistant, Executive Assistant, Executive Secretary, Office Assistant


Tasks  |  Technology Skills  |  Tools Used  |  Knowledge  |  Skills  |  Abilities  |  Work Activities  |  Detailed Work Activities  |  Work Context  |  Job Zone  |  Education  |  Credentials  |  Interests  |  Work Styles  |  Work Values  |  Related Occupations  |  Wages & Employment  |  Job Openings  |  Additional Information


Tasks

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  • Manage and maintain executives’ schedules.See more occupations related to this task.
  • Make travel arrangements for executives.See more occupations related to this task.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.See more occupations related to this task.
  • Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.See more occupations related to this task.
  • Answer phone calls and direct calls to appropriate parties or take messages.See more occupations related to this task.
  • Prepare responses to correspondence containing routine inquiries.See more occupations related to this task.
  • Open, sort, and distribute incoming correspondence, including faxes and email.See more occupations related to this task.
  • Greet visitors and determine whether they should be given access to specific individuals.See more occupations related to this task.
  • Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.See more occupations related to this task.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.See more occupations related to this task.
  • Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.See more occupations related to this task.
  • File and retrieve corporate documents, records, and reports.See more occupations related to this task.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.See more occupations related to this task.
  • Provide clerical support to other departments.See more occupations related to this task.
  • Attend meetings to record minutes.See more occupations related to this task.
  • Process payroll information.See more occupations related to this task.
  • Interpret administrative and operating policies and procedures for employees.See more occupations related to this task.
  • Set up and oversee administrative policies and procedures for offices or organizations.See more occupations related to this task.
  • Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.See more occupations related to this task.
  • Compile, transcribe, and distribute minutes of meetings.See more occupations related to this task.
  • Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.See more occupations related to this task.
  • Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.See more occupations related to this task.

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Technology Skills

Show fewer All 30 displayed     Show 16 tools used
  • Accounting software — Intuit QuickBooks Hot technology ; Sage 50 Accounting; Sage Peachtree Premium Accounting for ManufacturingSee more occupations related to this technology.
  • Analytical or scientific software — KAPES; Micro Estimating FabPlan; MTI Systems Costimator JSSee more occupations related to this technology.
  • Calendar and scheduling software — Appointment scheduling software; Workbrain Employee SchedulingSee more occupations related to this technology.
  • Customer relationship management CRM software — Blackbaud The Raiser’s EdgeSee more occupations related to this technology.
  • Data base reporting software — InetsoftSee more occupations related to this technology.
  • Data base user interface and query software — Airtable; Data entry software Hot technology ; FileMaker Pro; Microsoft Access Hot technology (see all 5 examples)See more occupations related to this technology.
  • Desktop communications software — Eko; ParentSquareSee more occupations related to this technology.
  • Desktop publishing software — Adobe Systems Adobe InDesign Hot technology ; Microsoft PublisherSee more occupations related to this technology.
  • Document management software — Adobe Systems Adobe Acrobat Hot technology ; Dropbox; Records management systemsSee more occupations related to this technology.
  • Electronic mail software — IBM Notes Hot technology ; Microsoft Outlook Hot technologySee more occupations related to this technology.
  • Enterprise resource planning ERP software Hot technology — Microsoft Dynamics Hot technology ; Microsoft Dynamics GP Hot technology ; Oracle PeopleSoft Hot technology ; SAP Hot technology (see all 12 examples)See more occupations related to this technology.
  • Financial analysis software — Oracle E-Business Suite FinancialsSee more occupations related to this technology.
  • Graphics or photo imaging software — Adobe Systems Adobe Illustrator Hot technology ; Adobe Systems Adobe Photoshop Hot technology ; JamBoard; SmugMug Flickr Hot technology (see all 6 examples)See more occupations related to this technology.
  • Human resources software — Human resource management software HRMS; Questek Humanis; Workflow International Deskflow EnterpriseSee more occupations related to this technology.
  • Information retrieval or search software — LexisNexisSee more occupations related to this technology.
  • Internet browser software — Web browser softwareSee more occupations related to this technology.
  • Inventory management software — Fishbowl WarehouseSee more occupations related to this technology.
  • Medical software — PCC EHR; PCC Pediatric PartnerSee more occupations related to this technology.
  • Mobile messaging service software — Intrado SchoolMessengerSee more occupations related to this technology.
  • Network conferencing software — LogMeIn GoToWebinar; Microsoft Office SharePoint Server MOSS; SlidoSee more occupations related to this technology.
  • Office suite software — Corel WordPerfect; Google Drive Hot technology ; Microsoft Office Hot technologySee more occupations related to this technology.
  • Operating system software — Apple macOS Hot technologySee more occupations related to this technology.
  • Presentation software — Apple Keynote; Google Slides; Microsoft PowerPoint Hot technologySee more occupations related to this technology.
  • Procurement software — Aestiva Purchase OrderSee more occupations related to this technology.
  • Project management software — Microsoft Project Hot technology ; Microsoft SharePoint Hot technology ; Oracle Primavera Enterprise Project Portfolio Management Hot technology ; Slack (see all 5 examples)See more occupations related to this technology.
  • Spreadsheet software — Microsoft Excel Hot technologySee more occupations related to this technology.
  • Time accounting software — Work Technology WorkTech Time; Workbrain Time and AttendanceSee more occupations related to this technology.
  • Video conferencing software — Cisco Systems Webex; Google Meet; LogMeIn GoToMeeting; Zoom (see all 5 examples)See more occupations related to this technology.
  • Web page creation and editing software — Facebook Hot technology ; Google Sites; LinkedIn Hot technology ; Social media sites Hot technology (see all 6 examples)See more occupations related to this technology.
  • Word processing software — Evernote; Google Docs Hot technology ; Microsoft OneNote; Microsoft Word Hot technology (see all 5 examples)See more occupations related to this technology.

Hot technology Hot Technology — a technology requirement frequently included in employer job postings.

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Knowledge

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  • Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.See more occupations related to this knowledge.
  • English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.See more occupations related to this knowledge.
  • Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.See more occupations related to this knowledge.
  • Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.See more occupations related to this knowledge.
  • Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.See more occupations related to this knowledge.

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Skills

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  • Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.See more occupations related to this skill.
  • Reading Comprehension — Understanding written sentences and paragraphs in work related documents.See more occupations related to this skill.
  • Speaking — Talking to others to convey information effectively.See more occupations related to this skill.
  • Service Orientation — Actively looking for ways to help people.See more occupations related to this skill.
  • Writing — Communicating effectively in writing as appropriate for the needs of the audience.See more occupations related to this skill.
  • Coordination — Adjusting actions in relation to others’ actions.See more occupations related to this skill.
  • Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.See more occupations related to this skill.
  • Social Perceptiveness — Being aware of others’ reactions and understanding why they react as they do.See more occupations related to this skill.
  • Time Management — Managing one’s own time and the time of others.See more occupations related to this skill.
  • Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.See more occupations related to this skill.
  • Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.See more occupations related to this skill.
  • Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.See more occupations related to this skill.
  • Negotiation — Bringing others together and trying to reconcile differences.See more occupations related to this skill.

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Abilities

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  • Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.See more occupations related to this ability.
  • Oral Expression — The ability to communicate information and ideas in speaking so others will understand.See more occupations related to this ability.
  • Speech Recognition — The ability to identify and understand the speech of another person.See more occupations related to this ability.
  • Written Comprehension — The ability to read and understand information and ideas presented in writing.See more occupations related to this ability.
  • Written Expression — The ability to communicate information and ideas in writing so others will understand.See more occupations related to this ability.
  • Near Vision — The ability to see details at close range (within a few feet of the observer).See more occupations related to this ability.
  • Speech Clarity — The ability to speak clearly so others can understand you.See more occupations related to this ability.
  • Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).See more occupations related to this ability.
  • Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.See more occupations related to this ability.
  • Category Flexibility — The ability to generate or use different sets of rules for combining or grouping things in different ways.See more occupations related to this ability.
  • Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.See more occupations related to this ability.
  • Perceptual Speed — The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object.See more occupations related to this ability.
  • Flexibility of Closure — The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material.See more occupations related to this ability.
  • Fluency of Ideas — The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).See more occupations related to this ability.
  • Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).See more occupations related to this ability.
  • Originality — The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.See more occupations related to this ability.
  • Selective Attention — The ability to concentrate on a task over a period of time without being distracted.See more occupations related to this ability.

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Work Activities

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  • Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.See more occupations related to this activity.
  • Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.See more occupations related to this activity.
  • Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.See more occupations related to this activity.
  • Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.See more occupations related to this activity.
  • Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.See more occupations related to this activity.
  • Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.See more occupations related to this activity.
  • Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.See more occupations related to this activity.
  • Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.See more occupations related to this activity.
  • Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.See more occupations related to this activity.
  • Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.See more occupations related to this activity.
  • Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.See more occupations related to this activity.
  • Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.See more occupations related to this activity.
  • Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.See more occupations related to this activity.
  • Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.See more occupations related to this activity.
  • Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.See more occupations related to this activity.
  • Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.See more occupations related to this activity.
  • Evaluating Information to Determine Compliance with Standards — Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.See more occupations related to this activity.
  • Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.See more occupations related to this activity.
  • Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.See more occupations related to this activity.
  • Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.See more occupations related to this activity.

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Detailed Work Activities

Show fewer All 26 displayed
  • Schedule operational activities.See more occupations related to this activity.
  • Execute sales or other financial transactions.See more occupations related to this activity.
  • Make travel, accommodations, or entertainment arrangements for others.See more occupations related to this activity.
  • Prepare research or technical reports.See more occupations related to this activity.
  • Maintain medical records.See more occupations related to this activity.
  • Prepare documentation for contracts, transactions, or regulatory compliance.See more occupations related to this activity.
  • Manage clerical or administrative activities.See more occupations related to this activity.
  • Answer telephones to direct calls or provide information.See more occupations related to this activity.
  • Coordinate operational activities.See more occupations related to this activity.
  • Prepare business correspondence.See more occupations related to this activity.
  • Distribute incoming mail.See more occupations related to this activity.
  • Greet customers, patrons, or visitors.See more occupations related to this activity.
  • Sort mail.See more occupations related to this activity.
  • Compile data or documentation.See more occupations related to this activity.
  • Order materials, supplies, or equipment.See more occupations related to this activity.
  • File documents or records.See more occupations related to this activity.
  • Explain regulations, policies, or procedures.See more occupations related to this activity.
  • Read materials to determine needed actions.See more occupations related to this activity.
  • Develop organizational policies or programs.See more occupations related to this activity.
  • Perform administrative or clerical tasks.See more occupations related to this activity.
  • Confer with coworkers to coordinate work activities.See more occupations related to this activity.
  • Record information from meetings or other formal proceedings.See more occupations related to this activity.
  • Transcribe spoken or written information.See more occupations related to this activity.
  • Supervise clerical or administrative personnel.See more occupations related to this activity.
  • Train personnel.See more occupations related to this activity.
  • Inspect operational processes.See more occupations related to this activity.

Find occupations related to multiple detailed work activities

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Work Context

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  • Telephone — 99% responded “Every day.”See more occupations related to this work context.
  • Electronic Mail — 97% responded “Every day.”See more occupations related to this work context.
  • Contact With Others — 80% responded “Constant contact with others.”See more occupations related to this work context.
  • Structured versus Unstructured Work — 73% responded “A lot of freedom.”See more occupations related to this work context.
  • Face-to-Face Discussions — 74% responded “Every day.”See more occupations related to this work context.
  • Work With Work Group or Team — 76% responded “Extremely important.”See more occupations related to this work context.
  • Importance of Being Exact or Accurate — 53% responded “Extremely important.”See more occupations related to this work context.
  • Spend Time Sitting — 50% responded “Continually or almost continually.”See more occupations related to this work context.
  • Indoors, Environmentally Controlled — 80% responded “Every day.”See more occupations related to this work context.
  • Freedom to Make Decisions — 44% responded “Some freedom.”See more occupations related to this work context.
  • Coordinate or Lead Others — 47% responded “Extremely important.”See more occupations related to this work context.
  • Letters and Memos — 38% responded “Every day.”See more occupations related to this work context.
  • Deal With External Customers — 56% responded “Extremely important.”See more occupations related to this work context.
  • Time Pressure — 45% responded “Once a week or more but not every day.”See more occupations related to this work context.
  • Importance of Repeating Same Tasks — 47% responded “Extremely important.”See more occupations related to this work context.
  • Spend Time Using Your Hands to Handle, Control, or Feel Objects, Tools, or Controls — 46% responded “Continually or almost continually.”See more occupations related to this work context.
  • Duration of Typical Work Week — 66% responded “40 hours.”See more occupations related to this work context.
  • Impact of Decisions on Co-workers or Company Results — 30% responded “Important results.”See more occupations related to this work context.
  • Frequency of Decision Making — 26% responded “Every day.”See more occupations related to this work context.
  • Spend Time Making Repetitive Motions — 36% responded “More than half the time.”See more occupations related to this work context.

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Job Zone

Title Job Zone Three: Medium Preparation Needed
Education Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate’s degree.
Related Experience Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.
Job Training Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.
Job Zone Examples These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include hydroelectric production managers, travel guides, electricians, agricultural technicians, barbers, court reporters, and medical assistants.
SVP Range (6.0 to < 7.0)

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Education


Percentage of Respondents
Education Level Required
34   Associate’s degree
24   High school diploma or equivalent

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21   Some college, no degree

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Credentials

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Interests

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Interest code: CE   Want to discover your interests? Take the O*NET Interest Profiler at My Next Move.

  • Conventional — Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.See more occupations related to this interest.
  • Enterprising — Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.See more occupations related to this interest.

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Work Styles

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  • Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.See more occupations related to this work style.
  • Integrity — Job requires being honest and ethical.See more occupations related to this work style.
  • Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.See more occupations related to this work style.
  • Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.See more occupations related to this work style.
  • Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.See more occupations related to this work style.
  • Concern for Others — Job requires being sensitive to others’ needs and feelings and being understanding and helpful on the job.See more occupations related to this work style.
  • Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.See more occupations related to this work style.
  • Initiative — Job requires a willingness to take on responsibilities and challenges.See more occupations related to this work style.
  • Independence — Job requires developing one’s own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.See more occupations related to this work style.
  • Persistence — Job requires persistence in the face of obstacles.See more occupations related to this work style.
  • Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job.See more occupations related to this work style.
  • Stress Tolerance — Job requires accepting criticism and dealing calmly and effectively with high stress situations.See more occupations related to this work style.
  • Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.See more occupations related to this work style.
  • Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems.See more occupations related to this work style.
  • Innovation — Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.See more occupations related to this work style.
  • Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.See more occupations related to this work style.

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Work Values

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  • Relationships — Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.See more occupations related to this work value.
  • Support — Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.See more occupations related to this work value.
  • Working Conditions — Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.See more occupations related to this work value.

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Related Occupations

Show fewer All 10 displayed
23-2011.00 Paralegals and Legal Assistants Bright Outlook
43-3031.00 Bookkeeping, Accounting, and Auditing Clerks   Bright Outlook Bright Outlook
43-3061.00 Procurement Clerks
43-4011.00 Brokerage Clerks
43-4031.00 Court, Municipal, and License Clerks
43-4061.00 Eligibility Interviewers, Government Programs
43-4131.00 Loan Interviewers and Clerks
43-4161.00 Human Resources Assistants, Except Payroll and Timekeeping
43-6012.00 Legal Secretaries and Administrative Assistants
43-6014.00 Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Bright Outlook

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