Catherine R. Cameron - Are You Looking for an Administrative Job?: From Resume to Job Ready

ARE YOU LOOKING FOR AN ADMINISTRATIVE JOB? From Resume to Job Ready by CATHERINE R. CAMERON
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or email orders@trafford.com Most Trafford titles are also available at major online book retailers. Copyright 2013 Catherine R. Cameron . All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the written prior permission of the author.

Created in the United States of America . ISBN: 978-1-4669-6596-6 (sc)
978-1-4669-6595-9 (e) Trafford rev. 03/14/2013 www.trafford.com North America & international toll-free: 1 888 232 4444 (USA & Canada) phone: 250 383 6864 fax: 812 355 4082 DEDICATION This book is dedicated to my Mother Esther and to my Grandmother Jovita, the two greatest inspirations in my life. ACKNOWLEDGEMENT To Bobby, Lisa, Robert and Kenneth for always being on my bandwagon and to my dear friend Debbi for all her help and encouraging support. Also, a great note of thanks to the staff at Trafford Publishing for all their help and support. AUTHORS NOTE Believe it or not, the business world could not get along without Receptionists, Secretaries and Administrative Assistants.

TABLE OF CONTENTS JOB DUTIES EMERGENCY PROCEDURES IN CASE OF MEDICAL, FIRE OR LEGAL ACTIONS NEED TO BE TAKEN EMERGENCY ALARM INSTRUCTIONS FOR OPENING SWITCHBOARD OR PHONE SYSTEM TELEPHONE TIPS DESK GUIDE AND LAYOUT STAFF DIRECTORY DAILY ROUTINE PREPARE WELCOME SIGN MAINTAIN AN IMMACULATE LOBBY HELP WITH MAILOUTS HAVE FILE ON RESTAURANTS AND CATERERS THAT DELIVER. HAVE FILE ON CATERERS RESEARCH PROCESS PRINCIPALS EXPENSES MAINTAIN CORRESPONDENCE FILE -Times of delivery and collection -Incoming mail/mail register -Distribution responsibilities/items to route -Outgoing mail -Overnight/courier services -Network protocol/fax and electronic mail procedures -Formats -Special terminology, trademarks and abbreviations -Signatures Required -Stationery and envelopes -Copies number and distributions -Form Letters BE KNOWLEDGEABLE OF YOUR PHONE AND ALL OF ITS FEATURES. NOT TO MENTION TELEPHONE ETIQUETTE -Outside call procedures -Message taking and distribution procedures -Screening preferences -Paging and forwarding procedures -Personal use of office telephone -Responses to frequently asked questions Minutes/agenda Scheduled procedures Room/food requirements Travel requests Travel preferences of supervisors Frequent Flyer Numbers Travel agencies/electronic ticketing Itineraries Mileage reimbursement Expense reports Operating procedures Assistance/hotline numbers Security Log-on instructions/backup procedures Instruction manual location Access codes File naming procedures File location Precautions/security Instruction manual location In-house staff who have different software expertise. In-company services/locations Copy limitations-chargeback Request forms/rush requests Repair service Overhead transparencies/special requests Publications and copyright guidelines Location Requisition procedures Reporting procedures/forms Rules for shipping via UPS/FEDEX Telephone numbers Professional memberships meeting dates and dues Staff emergency contact #. Mail preferences of your principals Be informed of all your company benefits and resources. Take advantage of any tuition refund reimbursement programs if you are thinking of pursuing your education.

Company memberships to the Chamber of Commerce or any other service organizations that you can help with. ARE YOU LOOKING FOR A JOB? Make sure that your resume is current There are different formats available that are applicable to different jobs. Your public library is a great resource as is the Internet. Once you get your resume in order, here are some great resources that might be of help. 1.WWW.MYFLORIDA.COM 2.WWW.HOTJOBS.COM 3.WWW.MONSTER.COM 4.WWW.CAREERBUILDERS.COM 5.WWW.USAJOBS.GOV 6.WWW.USAJOBS.GOV/VETERANS 7.WWW.TDO.COM 8.WWW.AEROTEX.COM 9.WWW.OFFICETEAM.COM 10.WWW.INDEED.COM/WORKFORCE Of course there is always temporary employment at the following places: 1.WWW.MANPOWER.COM 2.WWW.KELLYSERVICESCOM.COM 3.WWW.REMEDYSTAFF.COM 4.WWW.ADECCOJOBS.COM It is also very helpful to prepare a professional profile on www.linkedin.com THE WINNING RESUME, INTERVIEW AND FOLLOW UP LETTER THE WINNING RESUME Your job is to impress the HR Director with your comprehensive and professional manner to include the following: name, address, telephone and email address in highlight your summary/objective in highlight your job experience with your last job listed first in highlight (always list the position, company, city and time frame to the present) your education experience to include schools, town and degrees in highlight your awards, special training in highlight your professional affiliations and or community activity Always place your name on the second page, then page 2 underneath and staple if possible. There are different formats for resumes so find the one that works for you.

Please indicate that References are Available Upon Request. THE INTERVIEW Make it a point to get to the interview early to catch your breath and freshen up a bit. Dress appropriately with minimal jewelry and light on the perfume. Do not ignore the receptionist. Most of the times, they are asked for first impressions on applicants. Wait until you are escorted into an office and wait until they ask you to take a seat.

Do your homework and research the company you are presently interviewing. Have some questions prepared that you want answered. Do not ask about salaries and benefits until an offer has been made. Do not chatter or talk too much. Be honest if you do not know a particular topic or answer to a question. Your briefcase should include a small pad and pen.

When the interview is over, make sure that you thank the principal for his or her time and wish them a good day. THE FOLLOW UP LETTER You should mail a thank you letter or card no later than two weeks after your interview to thank the interviewer again for his or her time. THE ACCEPTANCE LETTER OR CALL Some companies send out a standard thank you for coming letter to let you know that you were not selected for the position. This would probably be sent out within two weeks of the interview. However, if you are selected you will either get a call with an offer or a letter with the terms of your employment. You will have to respond within the allocated time.

Once agreed upon, the company will give you a start date after you have taken a drug test and a background check has been conducted. YOUR APPEARANCE They say that a picture is worth a thousand words and that goes for first time interview and creating a great impression. Most businesses have a dress code that must be adhered to. For example a lot of companies do not allow skirts or dresses to be shorter than 3 inches above the knees. A lot of companies require you to wear stockings at work. Others allow for a dress down day that may include wearing jeans, but no shorts.