Some administrative jobs require both general administrative skills and knowledge, i.e. education in a specific field of activity. Four main sectors share this need for specialized administrative employees: legal (law firms, notaries’ offices, courts, legal departments); accounting (accounting firms, accounting departments); medical (medical offices, clinics, hospitals); and insurance.
MAIN DUTIES COMMON TO THE FOUR SECTORS:
- Answer the telephone.
- Enter, file and update files.
- Inform clients.
- Organize appointments and conferences.
- Coordinate the circulation of information within the departments and with other organizations.
- Ensure office management.
- Handle invoicing and accounting for small expenses.
>MAIN DUTIES OF ADMINISTRATIVE PERSONNEL IN ACCOUNTING
- Update accounts using accounting software.
- Compile budget documents.
- Record and control accounts receivable, accounts payable, accounting entries and the inventory master file.
- Perform bank and account reconciliations.
- Calculate and prepare various accounting documents (e.g. invoices, statements of account).
- Contribute to summary reports.
>MAIN DUTIES OF ADMINISTRATIVE PERSONNEL IN INSURANCE
- Follow up files.
- Fill out documents.
- Make sure that transactions match specifications.
- Study insurance applications.
- Check coverage and premiums paid.
>MAIN DUTIES OF LEGAL ADMINISTRATIVE PERSONNEL
- Enter and file information and legal documents.
- Perform documentation searches for lawyers.
- Update files.
- Possibly attend meetings in order to draw up minutes.
- Check all documents to ensure their legal compliance.
- Keep files of civil, penal and criminal procedures up to date, taking into account the laws and principles that govern them.
- Be familiar with current affairs in order to effectively assist the department.
>MAIN DUTIES OF MEDICAL ADMINISTRATIVE PERSONNEL
- Prepare and update medical documents.
- Interview patients so as to fill out forms and case histories.
- Manage appointments.
- Fill out documents for insurance claims and other indemnities.
- Type up medical summaries.
Regardless of the sector in which they work, specialized administrative personnel are required to have a minimum of a high school, vocational or college diploma.
A college diploma in secretarial studies – legal; paralegal technology; social, educational or legal services; or equivalent training is often required. Almost one third of people in this sector have a certificate of competence or a certificate of vocational education. Being a commissioner for oaths is an asset.
The medical sector is subject to numerous health and safety standards, so specific training is often required. A diploma of professional studies in secretarial studies – medical, an attestation of vocational specialization in secretarial studies – medical (AVS – 450 hours) or an attestation of college studies in medical transcription from a school recognized by the province or Canada is an asset. A certificate in cardiopulmonary resuscitation may be asked for.
Employers like training in accounting or bookkeeping. Payroll clerks are required to be bondable. Almost one third of accounting clerks have a bachelor’s degree.
Having a diploma from a business school is an asset for getting ahead in this sector, but you may also have received internal training and short-term training courses. Almost half of administrative employees in this sector have a college degree.
- Be proficient in the use of office systems software.
- Have excellent writing skills.
- Type quickly and accurately.
PROFESSIONAL SKILLS FOR THE LEGAL SECTOR
- Be proficient in the use of computer software used in the legal field, such as Juris Concept.
- Know the bases of legal language.
>PROFESSIONAL SKILLS FOR THE MEDICAL SECTOR
- Know the coding of medical records.
- Be familiar with medical terms.
>PROFESSIONAL SKILLS FOR THE ACCOUNTING SECTOR
- Be proficient in the use of one or more types of accounting software such as Simply Accounting, Fortune, Accpac or Dream.
- Be familiar with basic accounting principles and accounting documents.
>PROFESSIONAL SKILLS FOR THE INSURANCE SECTOR
- Know how insurance products work.
- Be familiar with software used in the insurance field.