Secretaries and Administrative Assistants

Secretaries and administrative assistants perform a variety of administrative and clerical duties necessary to run an organization efficiently. They serve as information and communication managers for an office; plan and schedule meetings and appointments; organize and maintain paper and electronic files; manage projects; conduct research; and disseminate information by using the telephone, mail services, Web sites, and e-mail. They also may handle travel and guest arrangements.

Secretaries and administrative assistants use a variety of office equipment, such as fax machines, photocopiers, scanners, and videoconferencing and telephone systems. In addition, secretaries and administrative assistants often use computers to do tasks previously handled by managers and professionals, such as: create spreadsheets; compose correspondence; manage databases; and create presentations, reports, and documents using desktop publishing software and digital graphics. They also may negotiate with vendors, maintain and examine leased equipment, purchase supplies, manage areas such as stockrooms or corporate libraries, and retrieve data from various sources. At the same time, managers and professionals have assumed many tasks traditionally assigned to secretaries and administrative assistants, such as keyboarding and answering the telephone. Because secretaries and administrative assistants do less dictation and word processing, they now have time to support more members of the executive staff. In a number of organizations, secretaries and administrative assistants work in teams to work flexibly and share their expertise.

Specific job duties vary with experience and titles. Executive secretaries and administrative assistants provide high-level administrative support for an office and for top executives of an organization. Generally, they perform fewer clerical tasks than do secretaries and more information management. In addition to arranging conference calls and supervising other clerical staff, they may handle more complex responsibilities such as reviewing incoming memos, submissions, and reports in order to determine their significance and to plan for their distribution. They also prepare agendas and make arrangements for meetings of committees and executive boards. They also may conduct research and prepare statistical reports.

Some secretaries and administrative assistants, such as legal and medical secretaries, perform highly specialized work requiring knowledge of technical terminology and procedures.—for example, by verifying quotes and citations in legal briefs. Additionally, legal secretaries often teach newly minted lawyers how to prepare documents for submission to the courts. Medical secretaries transcribe dictation, prepare correspondence, and assist physicians or medical scientists with reports, speeches, articles, and conference proceedings. They also record simple medical histories, arrange for patients to be hospitalized, and order supplies. Most medical secretaries need to be familiar with insurance rules, billing practices, and hospital or laboratory procedures. Other technical secretaries who assist engineers or scientists may prepare correspondence, maintain their organization’s technical library, and gather and edit materials for scientific papers.

Secretaries employed in elementary schools and high schools perform important administrative functions for the school. They are responsible for handling most of the communications between parents, the community, and teachers and administrators who work at the school. As such, they are required to know details about registering students, immunizations, and bus schedules, for example. They schedule appointments, keep track of students’ academic records, and make room assignments for classes. Those who work directly for principals screen inquiries from parents and handle those matters not needing a principal’s attention. They also may set a principal’s calendar to help set her or his priorities for the day.

Agricultural workers

Agricultural workers play a large role in getting food, plants, and other agricultural products to market. Working mostly on farms or ranches, but also in nurseries, slaughterhouses, and even ports of entry, these workers have numerous and diverse duties. Among their activities are planting and harvesting crops, installing irrigation, delivering animals, and inspecting our food for safety. While most agricultural workers have relatively few technical skills, some have college degrees that train them to breed animals with specific traits or to inspect food, protecting us from harmful bacteria.

More than 80 percent of agricultural workers are farmworkers and laborers. Crop, nursery, and greenhouse farmworkers and laborers perform numerous activities related to growing and harvesting grains, fruits, vegetables, nuts, fiber, trees, shrubs, and other crops. They plant and seed, prune, irrigate, harvest, and pack and load crops for shipment. Farmworkers also apply pesticides, herbicides, and fertilizers to crops and repair fences and some farm equipment. Nursery and greenhouse workers prepare land or greenhouse beds for growing horticultural products, such as trees, plants, flowers, and sod. Their duties include planting, watering, pruning, weeding, and spraying the plants. They may cut, roll, and stack sod; stake trees; tie, wrap, and pack plants to fill orders; and dig up or move field-grown and containerized shrubs and trees.

Farm and ranch animal farmworkers care for live farm, ranch, or water animals that may include cattle, sheep, swine, goats, horses, poultry, finfish, shellfish, and bees. The animals are usually raised to supply meat, fur, skins, feathers, eggs, milk, or honey. Duties may include feeding, watering, herding, grazing, castrating, branding, debeaking, weighing, catching, and loading animals. On dairy farms, farmworkers operate milking machines; they also may maintain records on animals, examine animals to detect diseases and injuries, assist in delivering animals at their birth, and administer medications, vaccinations, or insecticides. Many workers clean and maintain animal housing areas every day.

Other agricultural workers known as agricultural equipment operators use a variety of farm equipment to plow, sow seeds, and maintain and harvest crops. Equipment may include tractors, fertilizer spreaders, haybines, raking equipment, balers, combines, threshers, and trucks. These workers also operate machines, such as conveyor belts, loading machines, separators, cleaners, and dryers, used in moving and treating crops after their harvest. As part of the job, workers may make adjustments and minor repairs to equipment.

Agricultural inspectors, another type of agricultural worker, are employed by Federal and State governments to ensure compliance with laws and regulations governing the health, safety, and quality of agricultural commodities. Inspectors also make sure that the facilities and equipment used in processing the commodities meet legal standards. Meat safety is a prime responsibility. Inspectors work to ensure that meat is free of harmful ingredients or bacteria. In meat-processing facilities, inspectors may collect samples of meat suspected to be diseased or contaminated and send them to a laboratory for identification and analysis. They also may inspect livestock to help determine the effectiveness of medication and feeding programs. Some inspectors are stationed at export and import sites to weigh and inspect agricultural shipments leaving and entering the country to ensure the quality and quantity of the shipments. A few work at logging sites, making sure that safety regulations are enforced.

Computer operator

Computer operators oversee the operation of computer hardware systems, ensuring that these machines are used as efficiently and securely as possible. They may work with mainframes, minicomputers, or networks of personal computers. Computer operators must anticipate problems and take preventive action, as well as solve problems that occur during operations. The duties of computer operators vary with the size of the installation, the type of equipment used, and the policies of the employer. Generally, operators control the console of either a mainframe digital computer or a group of minicomputers. Working from operating instructions prepared by programmers, users, or operations managers, computer operators set controls on the computer and on peripheral devices required to run a particular job.

Computer operators load equipment with tapes, disks, and paper, as needed. While the computer is running—which may be 24 hours a day—computer operators monitor the control console and respond to operating and computer messages. Messages indicate the individual specifications of each job being run. If an error message occurs, operators must locate and solve the problem or terminate the program. Operators also maintain logbooks or operating records that list each job run and events that occur during their shift, such as machine malfunctions. Other computer operators perform and monitor routine tasks, such as tape backup, virus checking, software upgrading, and basic maintenance. In addition, computer operators may help programmers and systems analysts test and debug new programs.

A greater number of computer operators are working on personal computers (PCs) and minicomputers, as the number and complexity of computer networks continues to grow. In many offices, factories, and other work settings, PCs and minicomputers are connected in networks, often referred to as local area networks (LANs) or multi-user systems. While users in the area operate some of these computers, many require the services of full-time operators. The tasks they perform on PCs and minicomputers are very similar to those performed on large computers and include trying to keep the computer networks secure.

As organizations continue to look for opportunities to increase productivity, many tasks formerly performed by computer operators are now being automated. New software enables computers to perform many routine tasks, formerly done by computer operators, without human interaction. Scheduling, loading, and downloading programs, mounting tapes, rerouting messages, and running periodic reports can be done without the intervention of an operator. As technology advances, the responsibilities of many computer operators are shifting to areas such as network operations, user support, and database maintenance.

Fashion designers

Fashion designers help create the billions of dresses, suits, shoes, and other clothing and accessories purchased every year by consumers. Designers study fashion trends, sketch designs of clothing and accessories, select colors and fabrics, and oversee the final production of their designs. Clothing designers create and help produce men’s, women’s, and children’s apparel, including casual wear, suits, sportswear, formalwear, outerwear, maternity, and intimate apparel. Footwear designers help create and produce different styles of shoes and boots. Accessory designers help create and produce items such as handbags, belts, scarves, hats, hosiery, and eyewear, which add the finishing touches to an outfit. (The work of jewelers and precious stone and metal workers is described elsewhere in the Handbook.) Some fashion designers specialize in clothing, footwear, or accessory design, but others create designs in all three fashion categories.

The design process from initial design concept to final production takes between 18 and 24 months. The first step in creating a design is researching current fashion and making predictions of future trends. Some designers conduct their own research, while others rely on trend reports published by fashion industry trade groups. Trend reports indicate what styles, colors, and fabrics will be popular for a particular season in the future. Textile manufacturers use these trend reports to begin designing fabrics and patterns while fashion designers begin to sketch preliminary designs. Designers then visit manufacturers or trade shows to procure samples of fabrics and decide which fabrics to use with which designs.

Once designs and fabrics are chosen, a prototype of the article using cheaper materials is created and then tried on a model to see what adjustments to the design need to be made. This also helps designers to narrow their choices of designs to offer for sale. After the final adjustments and selections have been made, samples of the article using the actual materials are sewn and then marketed to clothing retailers. Many designs are shown at fashion and trade shows a few times a year. Retailers at the shows place orders for certain items, which are then manufactured and distributed to stores.

Computer-aided design (CAD) is increasingly being used in the fashion design industry. Although most designers initially sketch designs by hand, a growing number also translate these hand sketches to the computer. CAD allows designers to view designs of clothing on virtual models and in various colors and shapes, thus saving time by requiring fewer adjustments of prototypes and samples later.

Depending on the size of their design firm and their experience, fashion designers may have varying levels of involvement in different aspects of design and production. In large design firms, fashion designers often are the lead designers who are responsible for creating the designs, choosing the colors and fabrics, and overseeing technical designers who turn the designs into a final product. They are responsible for creating the prototypes and patterns and work with the manufacturers and suppliers during the production stages. Large design houses also employ their own patternmakers, tailors, and sewers who create the master patterns for the design and sew the prototypes and samples. Designers working in small firms, or those new to the job, usually perform most of the technical, patternmaking, and sewing tasks, in addition to designing the clothing.

Fashion designers working for apparel wholesalers or manufacturers create designs for the mass market. These designs are manufactured in various sizes and colors. A small number of high-fashion (haute couture) designers are self-employed and create custom designs for individual clients, usually at very high prices. Other high-fashion designers sell their designs in their own retail stores or cater to specialty stores or high-fashion department stores. These designers create a mixture of original garments and those that follow established fashion trends.

Elevator Installers and Repairers

Elevator installers and repairers—also called elevator constructors or elevator mechanics—assemble, install, and replace elevators, escalators, chairlifts, dumbwaiters, moving walkways, and similar equipment in new and old buildings. Once the equipment is in service, they maintain and repair it as well. They also are responsible for modernizing older equipment. To install, repair, and maintain modern elevators, which are almost all electronically controlled, elevator installers and repairers must have a thorough knowledge of electronics, electricity, and hydraulics. Many elevators are controlled with microprocessors, which are programmed to analyze traffic conditions in order to dispatch elevators in the most efficient manner. With these controls, it is possible to get the greatest amount of service with the fewest number of cars.

Elevator installers and repairers usually specialize in installation, maintenance, or repair work. Maintenance and repair workers generally need greater knowledge of electricity and electronics than do installers because a large part of maintenance and repair work is troubleshooting.When installing a new elevator, installers and repairers begin by studying blueprints to determine the equipment needed to install rails, machinery, car enclosures, motors, pumps, cylinders, and plunger foundations. Then, they begin equipment installation. Working on scaffolding or platforms, installers bolt or weld steel rails to the walls of the shaft to guide the elevator.

Elevator installers put in electrical wires and controls by running tubing, called conduit, along a shaft’s walls from floor to floor. Once the conduit is in place, mechanics pull plastic-covered electrical wires through it. They then install electrical components and related devices required at each floor and at the main control panel in the machine room.Installers bolt or weld together the steel frame of an elevator car at the bottom of the shaft; install the car’s platform, walls, and doors; and attach guide shoes and rollers to minimize the lateral motion of the car as it travels through the shaft. They also install the outer doors and door frames at the elevator entrances on each floor.

For cabled elevators, these workers install geared or gearless machines with a traction drive wheel that guides and moves heavy steel cables connected to the elevator car and counterweight. (The counterweight moves in the opposite direction from the car and balances most of the weight of the car to reduce the weight that the elevator’s motor must lift.) Elevator installers also install elevators in which a car sits on a hydraulic plunger that is driven by a pump. The plunger pushes the elevator car up from underneath, similar to a lift in an auto service station.

Installers and repairers also install escalators. They place the steel framework, the electrically powered stairs, and the tracks and install associated motors and electrical wiring. In addition to elevators and escalators, installers and repairers also may install devices such as dumbwaiters and material lifts—which are similar to elevators in design—as well as moving walkways, stair lifts, and wheelchair lifts.

Once an elevator is operating properly, it must be maintained and serviced regularly to keep it in safe working condition. Elevator installers and repairers generally do preventive maintenance—such as oiling and greasing moving parts, replacing worn parts, testing equipment with meters and gauges, and adjusting equipment for optimal performance. They insure that the equipment and rooms are clean. They also troubleshoot and may be called to do emergency repairs. Unlike most elevator installers, those who specialize in elevator maintenance are on their own most of the day and typically service the same elevators periodically.

News Analysts, Reporters, and Correspondents

News analysts, reporters, and correspondents gather information, prepare stories, and make broadcasts that inform us about local, State, national, and international events; present points of view on current issues; and report on the actions of public officials, corporate executives, interest groups, and others who exercise power. News analysts—also called newscasters or news anchors—examine, interpret, and broadcast news received from various sources.

News anchors present news stories and introduce videotaped news or live transmissions from on-the-scene reporters. News correspondents report on news occurring in the large U.S. and foreign cities where they are stationed. In covering a story, reporters investigate leads and news tips, look at documents, observe events at the scene, and interview people. Reporters take notes and also may take photographs or shoot videos. At their office, they organize the material, determine the focus or emphasis, write their stories, and edit accompanying video material. Many reporters enter information or write stories using laptop computers and electronically submit the material to their offices from remote locations. In some cases, news writers write a story from information collected and submitted by reporters. Radio and television reporters often compose stories and report “live” from the scene. At times, they later tape an introduction to or commentary on their story in the studio. Some journalists also interpret the news or offer opinions to readers, viewers, or listeners. In this role, they are called commentators or columnists.

Newscasters at large stations and networks usually specialize in a particular type of news, such as sports or weather. Weathercasters, also called weather reporters, report current and forecasted weather conditions. They gather information from national satellite weather services, wire services, and local and regional weather bureaus. Some weathercasters are trained meteorologists and can develop their own weather forecasts. (See the statement on atmospheric scientists elsewhere in the Handbook.) Sportscasters select, write, and deliver sports news. This may include interviews with sports personalities and coverage of games and other sporting events.

General-assignment reporters write about newsworthy occurrences—such as accidents, political rallies, visits of celebrities, or business closings—as assigned. Large newspapers and radio and television stations assign reporters to gather news about specific topics, such as crime or education. Some reporters specialize in fields such as health, politics, foreign affairs, sports, theater, consumer affairs, social events, science, business, or religion. Investigative reporters cover stories that may take many days or weeks of information gathering.Some publications use teams of reporters instead of assigning each reporter one specific topic, allowing reporters to cover a greater variety of stories. News teams may include reporters, editors, graphic artists, and photographers working together to complete a story. Reporters on small publications cover all aspects of the news. They take photographs, write headlines, lay out pages, edit wire-service stories, and write editorials. Some also solicit advertisements, sell subscriptions, and perform general office work.

Pharmacy Aides

Pharmacy aides perform administrative duties in pharmacies. Aides often are clerks or cashiers who primarily answer telephones, handle money, stock shelves, and perform other clerical duties. They work closely with pharmacy technicians.

Pharmacy technicians usually perform more complex tasks than do aides, although in some States the duties and titles of the jobs overlap. (See the statement on pharmacy technicians elsewhere in the Handbook.) Aides refer any questions regarding prescriptions, drug information, or health matters to a pharmacist. (See the statement on pharmacists elsewhere in the Handbook.)

Pharmacy aides may establish and maintain patient profiles, prepare insurance claim forms, and stock and take inventory of prescription and over-the-counter medications. Accurate recordkeeping is necessary to help avert dangerous drug interactions.

In addition, because many people have medical insurance to help pay for prescriptions, it is essential that pharmacy aides correspond efficiently and correctly with third-party insurance providers to obtain payment. Pharmacy aides also maintain inventory and inform the supervisor of stock needs so that the pharmacy does not run out of vital medications that customers need. Some aides also help with the maintenance of equipment and supplies.

Work environment.

Pharmacy aides work in clean, organized, well-lighted, and well-ventilated areas. Most of their workday is spent on their feet. They may be required to lift heavy boxes or to use stepladders to retrieve supplies from high shelves. Aides work the same hours that pharmacists do. These include evenings, nights, weekends, and some holidays, particularly in facilities that are open 24 hours a day such as hospitals and some retail pharmacies.