James Stroman - Administrative assistants & secretarys handbook

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title	:	Administrative Assistant's & Secretary's Handbook
author	:	Stroman, James.; Wilson, K.; O'Keefe, Susan Heyboer.
publisher	:	AMACOM Books
isbn10 | asin	:	0814402739
print isbn13	:	9780814402733
ebook isbn13	:	9780814423998
language	:	English
subject	Secretaries--Handbooks, manuals, etc, Office practice--Handbooks, manuals, etc.
publication date	:	1995
lcc	:	HF5547.5.A247 1995eb
ddc	:	651.3
subject	:	Secretaries--Handbooks, manuals, etc, Office practice--Handbooks, manuals, etc.

Page iii Administrative Assistant's & Secretary's Handbook J. Stroman & K. Wilson Edited by Susan Heyboer O'Keefe

Page iv This publication is designed to provide accurate and authoritative information in regard to the subject matter covered. It is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional service. If legal advice or other expert assistance is required, the services of a competent professional person should be sought. Library of Congress Cataloging-in-Publication Data Administrative assistant's & secretary's handbook / J. Stroman & K. Wilson; edited by Susan Heyboer O'Keefe. p. cm. Includes bibliographical references and index. ISBN 0-8144-0273-9 1. SecretariesHandbooks, manuals, etc. 2. Office prac ticeHandbooks, manuals, etc. I. Stroman, James. II. Wilson, K. (Kevin). 1958- . III. O'Keefe, Susan Heyboer. HF5547.5.A247 1995 851.3dc20 95-8662 CIP 1995 James Henry Stroman and James Kevin Wilson. All rights reserved. Printed in the United States of America. This publication may not be reproduced, stored in a retrieval system, or transmitted in whole or in part, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of AMACOM, a division of American Management Association, 135 West 50th Street, New York, NY 10020. Printing number 10 9 8 7 6 5

Page v Special thanks to Jennifer Wauson, Kathy Stose, Judy Courtney, and Susan Heyboer O'Keefe for their help on this project

Page vii CONTENTS Preface xi Section One: General Procedures 1 1 Overview for the New Secretary 3 Why Are You Needed? * What Do Employers Want? * Interview Tips * Your Apprenticeship 2 Daily Routine 7 Your Office * Your Workstation * Office Supplies * Reference Works * Work Planning * Dictation * Transcription * Dictating Machines * Your Employer's Office * The Intangibles 3 Telephone Usage 15 Telephone Manners Taking and Transferring Calls * Taking Messages * Screening Calls * Often-Used Numbers * Long-Distance Calls * Conference Calls * Ship-to-Shore Calls * Air-to-Ground and Ground-to-Air Calls * Calls to Trains * Telegram Airport Delivery * New Telephone Equipment 4 Mail Services and Shipping 23 Beyond a Letter and a Stamp * Addressing for Success * Postal Automation: Encoding for Business Mailers * Metering * Packaging * Important U.S. Postal Service Mail Services * Other Classes of Mail * Electronic Mail Services * Other Special Mail Services * International Mail * Alternatives to the USPS 5 Travel Arrangements 77 Today's Business Traveler * Getting the Trip Underway * Doing It Yourself * Using a Travel Agency * The Itinerary * Foreign Travel 6 Keeping Accurate Records 88 A Critical Duty * Getting Ready * Basic Filing Systems * File Cabinets Section Two: Office Equipment and Computers 95 7 Office Machines 97 Typewriters * Copy Machines *Calculators 8 Telecommunications Equipment 104 Telephones * Voice Mail and Answering Machines * Special Telephone Services * Long-Distance Services * Cellular Telephones * Pagers * Facsimile Machines

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