06Jun

Call them an executive assistant or an administrative coordinator, office manager, office assistant or one of the other dozens of titles administrative professionals go by, just don’t call them a secretary.

A survey of 6,050 admins conducted by the American Society of Administrative Professionals found fewer than 1% of these office workers hold that title. As the ASAP notes in its just released survey report, “In the mid- to late-20th century, the title of secretary/executive secretary was ubiquitous; that title is much less common in 2020.”

And, just as you can’t tell a book by its cover, you can’t know what an admin does from the title they hold. The survey found no “definitive correlation between job title and responsibilities. In many cases, companies/organizations have standardized titles for administrative professionals, even when their job descriptions and job responsibilities differ substantially.”

Still, most admin professionals share many duties in common. Three-quarters of the survey respondents cited the same dozen different daily responsibilities. Besides the usual clerical tasks of answering phones, filing, photocopying and the like, they also oversee the purchase of office supplies, arrange travel, schedule meetings, handle expense reports and “maintain collaborative relationships with customers, management, and employees.”

Many also create and conduct training for other admins and for their own direct reports – that is the 28% who actually supervise others. And, doing what very much sounds like an IT job, 35% identify and implement new technology and resources, redesign and streamline systems and recommend improvements or cost reductions.

The majority of admins juggle all the various tasks while supporting multiple managers. The survey found only 14% support a single person; 82% support more than 2. Nearly a third support more than 10.

admin professionals survey compensation chart - blog.jpg

For what they do, many admins are well paid. Those with senior titles command the top salary. The survey found those with a “Senior Executive Assistant” title average $76,666 annually. An “Executive Assistant” titled professional earns an average of $64,999.

Overall, half of the respondents reported earning between $50,000 and $100,000; 4% make more than $100,000.

“As the role of executive assistants and administrative professionals continues to align with senior leadership, compensation for the role is becoming more consistent with that of middle managers and project managers,” the report notes.

“The job as it was 30 years ago no longer exists. But the role isn’t vanishing,” says the report, “It’s evolving.”

“Success in this profession is driven more by skills than age, degree, or background, and hiring managers should adopt an open-minded approach finding the right fit for these roles.”

Image by Tim Gouw

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Green Key

What to Leave Off Your Resume

There are plenty of ways for your resume to stand out, but you do not want to stand out for the wrong reasons and miss a fantastic job opportunity.

You May Be Surprised How Long You Need to Keep Records

When the paper files build up and the cabinets start bulging, it’s time to do some purging. It’s a task that in small offices often gets delegated to whoever looks the least busy.

Is that a good idea? Maybe not. In those files may be the personnel records of long gone employees, making them likely candidates for disposal. Then a week later or a month later or a year from now the government comes to do an audit or you hear from the former employee or, uh oh, from their lawyer and the records are gone.

Office managers and office assistants may know that hiring documents should be kept for for at least a year after the job is filled and that onboarding records like the I-9 need to be retained longer, for three years after hiring or a year after the employee leaves, whichever is longer.

But what about drug test results? Or time cards and payroll records? A year for drug tests unless you’re in the transportation business, and no less than three years for payroll. But even that may not be long enough in some instances should the specter of misclassification of an employee arise. This is especially critical now that the overtime rules have changed.

Those rules may be easy to follow. Where the save or toss decision gets trickier is with employee medical records, FMLA leave, ADA accommodations, ERISA and benefits records. Some sources say saving employee medical records for three years is sufficient. That’s generally correct, however if the employee sustained an on the job injury, OSHA requires the record to be kept for five years. That’s five years after the end of the calendar year in which the injury occurred and NOT five years from the injury. That rule may not apply to you if there are fewer than 11 employees, but it might.

Is your head spinning? Do you still think it wise to delegate the file clean-up to just anyone?

Let Green Key Resources help. Call us to discuss bringing in an HR or office compliance professional who knows the retention and recordkeeping rules. No matter where in the country you are, one call to 212.683.1988 and help will soon be on the way.

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