Maricopa Community Colleges  OAS214   19966-20044 
Official Course Description: MCCCD Approval: 02/24/04
OAS214 19966-20044 LEC 3 Credit(s) 3 Period(s)
Administrative Services Procedures
Basic secretarial duties including letters and resume composition; job selecting; etc. Prerequisites: OAS102 or permission of department/division.
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MCCCD Official Course Competencies:
 
OAS214   19966-20044 Administrative Services Procedures
1. List the traits that characterize a successful secretary. (I)
2. List the characteristics of an executive assistant. (II)
3. Compose letters, memoranda, and reports. (III)
4. Identify and use dictation and transcription equipment. (IV)
5. Review and follow dictation and transcription procedures. (IV)
6. Review and measure dictation and transcription productivity. (IV)
7. Process incoming and outgoing mail. (V)
8. Select the most appropriate delivery method for various types of mail. (VI, VII)
9. Use telecommunications in office situations. (VIII)
10. Identify and demonstrate ability to apply records management principles. (IX)
11. Identify types of filing equipment used in the workplace. (X)
12. Use correct manual and computerized filing procedures. (X)
13. Prepare travel itineraries and take care of related details. (XI)
14. Set-up meetings. (XII)
15. Prepare minutes of a meeting. (XII)
16. Apply job hunting skills. (XIII)
17. Prepare written materials for a job search. (XIII)
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MCCCD Official Course Outline:
 
OAS214   19966-20044 Administrative Services Procedures
    I. Role of the secretary
        A. Definition
        B. Functions of an executive assistant
        C. Traditional
        D. Future
      II. Characteristics of an executive assistant
          A. Human relations skills
          B. Technical skills
          C. Personal skills
        III. Written business communications
            A. Principles of writing
            B. Writing letters
            C. Writing memoranda
            D. Writing reports
          IV. Dictation/transcription equipment and procedures
              A. Methods of input
              B. Dictation/transcription equipment
              C. Measuring productivity
              D. Techniques of dictating and transcribing
            V. Processing mail
                A. Incoming
                B. Outgoing
              VI. Mail methods
                  A. Types
                  B. Choice of delivery method
                  C. Pricing considerations
                    1. Economy
                    2. Speed
                  D. Postal meters/scales
                  E. Other
                VII. Mailing services
                    A. Types of mail
                    B. Special services
                    C. Postage meters
                    D. Forwarding mail
                    E. Electronic mail
                    F. Other
                  VIII. Telecommunications
                      A. Features of telephone systems
                      B. Telephone accessories
                    IX. Records management
                        A. Definition
                        B. Types of filing equipment
                        C. Automation of filing systems
                        D. Analyzing retention schedules
                      X. Filing procedures
                          A. Retention of files
                          B. Procedures for filing
                          C. Types of filing systems
                        XI. Making travel arrangements
                            A. Methods of handling
                            B. Travel funds
                            C. Travel insurance
                            D. Modes of travel
                            E. Room arrangements
                            F. Preparation of itinerary
                            G. Follow-up on travel
                          XII. Setting-up meetings
                              A. Informal meetings
                              B. Conventions
                              C. Teleconferencing
                              D. Agenda
                              E. Minutes
                            XIII. Job hunting
                                A. Job hunting strategies
                                B. Sources of employment
                                C. Resume writing
                                D. Letter of application
                                E. Job interview
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