careers technology & procedures for administrative professionals 12 th edition – patsy...

CAREERSCAREERS

Technology & Procedures for Administrative ProfessionalsTechnology & Procedures for Administrative Professionals

1212thth Edition – Patsy Fulton-Calkins Edition – Patsy Fulton-Calkins

Office Skills – The Finishing Touch Second EditionOffice Skills – The Finishing Touch Second Edition

Charles Barrett – Grady Kimbrell – Patti OdgersCharles Barrett – Grady Kimbrell – Patti Odgers

Learning ObjectivesLearning Objectives

Mrs. S. Paige, Instructor – Business Computer Technology

Millsaps Career and Technology Center

►Determine sources of job informationDetermine sources of job information►Prepare a letter of application and a Prepare a letter of application and a

resumeresume►Develop job interview skillsDevelop job interview skills►Discover how to advance your Discover how to advance your

professional career.professional career.►Commit to living your values in the Commit to living your values in the

workplace.workplace.

Seven Top Skills Desired by Seven Top Skills Desired by EmployersEmployers

► Interpersonal Interpersonal ►Teamwork Teamwork ►Verbal CommunicationVerbal Communication►Critical-ThinkingCritical-Thinking►Technology/ComputerTechnology/Computer►Written CommunicationWritten Communication►Leadership SkillsLeadership Skills



Other Important SkillsOther Important Skills

► Value clarificationValue clarification► Self-managementSelf-management► Ethical behaviorEthical behavior► Decision-makingDecision-making► Positive attitudesPositive attitudes► CreativityCreativity► Continual learningContinual learning► Conflict resolutionConflict resolution► Anger and stress managementAnger and stress management



NETWORKINGNETWORKING

The process of identifying and The process of identifying and establishing a group of acquaintances, establishing a group of acquaintances, friends, and relatives who can assist friends, and relatives who can assist you in the job search processyou in the job search process..



College Placement OfficeCollege Placement Office

They know employers who need entry-They know employers who need entry-level workers, and they match a job to level workers, and they match a job to your qualifications and abilities.your qualifications and abilities.



Newspaper AdvertisementsNewspaper Advertisements

Ads describing the position and the Ads describing the position and the qualifications required and may qualifications required and may provide information about the salaries provide information about the salaries offered.offered.



Two Kinds of Employment Two Kinds of Employment AgenciesAgencies

►Public – state employment agenciesPublic – state employment agencies►Private – private employment agencies Private – private employment agencies

charge a fee for their services. (either charge a fee for their services. (either you or your firm pays) you or your firm pays)

When private employment agencies When private employment agencies advertise jobs that are fee-paid, the advertise jobs that are fee-paid, the employers pays the fee when the employers pays the fee when the applicant is hired.applicant is hired.



Employment Test AdministeredEmployment Test Administered

►Software- word, excel, or power pointSoftware- word, excel, or power point►Keyboard speed and accuracyKeyboard speed and accuracy►Grammar, punctuation, and Grammar, punctuation, and

proofreading skillsproofreading skills►Mathematical aptitudeMathematical aptitude



Sources of job informationSources of job information

► The WebThe Web► Personal networksPersonal networks► College placement officesCollege placement offices► Newspaper advertisementsNewspaper advertisements► Public employment agenciesPublic employment agencies► Private employment Private employment

agenciesagencies► Temporary employment Temporary employment

agenciesagencies► Professional organizationsProfessional organizations► Direct canvassDirect canvass



Temporary AgenciesTemporary Agencies

Often temporary work can place you in a Often temporary work can place you in a number of different companies. No- number of different companies. No- long term commitment while gaining long term commitment while gaining understanding of full-time understanding of full-time employment.employment.



Professional OrganizationProfessional Organization

Maintain a testing of jobs in your area.Maintain a testing of jobs in your area.



Direct Canvass or Cold CanvassDirect Canvass or Cold Canvass

To go directly to an organization without To go directly to an organization without having an appointment or without having an appointment or without knowing if a job is available.knowing if a job is available.



Learning about the organizationLearning about the organization

►Ask friends, relatives and Ask friends, relatives and acquaintances about the organization.acquaintances about the organization.

►Check the organization’s website for Check the organization’s website for History of OrganizationHistory of Organization PhilosophyPhilosophy Strategic DirectionStrategic Direction Information about product or servicesInformation about product or services

►Read periodicals, such as Fortune Read periodicals, such as Fortune (company profile of large companies).(company profile of large companies).



Learn about organizationsLearn about organizations

►Obtain an annual Obtain an annual report of the companyreport of the company

►Consult your local Consult your local chamber of commerce.chamber of commerce.

►Ask your college Ask your college placement office for placement office for information.information.



Questions to consider..Questions to consider..

►What is the organization’s service or What is the organization’s service or product?product?

► Is the organization multinational? Does Is the organization multinational? Does the organization have branches in other the organization have branches in other states?states?

►What has been the profit picture of the What has been the profit picture of the organization for the last several years?organization for the last several years?

► Is the organization financially secure?Is the organization financially secure?► Is the organization growingIs the organization growing



Questions to consider..Questions to consider..

►Does the organization have a good Does the organization have a good reputation in the community?reputation in the community?

► Is there a good relationship between Is there a good relationship between the employer and employees?the employer and employees?

► Is the organization an equal Is the organization an equal opportunity employer?opportunity employer?

►Are there opportunities for Are there opportunities for advancement?advancement?



Letter of applicationLetter of application

Next step is to obtain an interviewNext step is to obtain an interview

The letter of application is the key to The letter of application is the key to obtaining the interview. It is basically obtaining the interview. It is basically a sales letter because it attempts to a sales letter because it attempts to

sell your abilities.sell your abilities.



Letter of applicationLetter of application

Goals of a letter of application:Goals of a letter of application:

► Introduce yourself to the organization Introduce yourself to the organization and arouse its interest in you.and arouse its interest in you.

►Present your most relevant selling Present your most relevant selling points, including your skills and your points, including your skills and your background.background.

►Transmit your resume and request an Transmit your resume and request an interview.interview.



Introduce yourselfIntroduce yourself

In the opening, provide a brief In the opening, provide a brief statement of your qualifications. Let statement of your qualifications. Let the person know you are interested in the person know you are interested in the organization and what you can do the organization and what you can do

for them.for them.



Describe your abilitiesDescribe your abilities

The next paragraph of the letter The next paragraph of the letter should describe in more detail the should describe in more detail the

abilities you have. It should also call abilities you have. It should also call attention to your enclosed resume.attention to your enclosed resume.



Request an interviewRequest an interview

Remember that the purpose of the Remember that the purpose of the letter is to get an interview. letter is to get an interview.

Therefore, you should ask directly for Therefore, you should ask directly for the interview.the interview.



What is a resume?What is a resume?

The resume, a concise statement of The resume, a concise statement of your background, education, skills, your background, education, skills,

and experiences, is an important part and experiences, is an important part of your job application packet. Just as of your job application packet. Just as a letter of application is a sales letter, a letter of application is a sales letter,

so is the resume. It represents a so is the resume. It represents a very important product – very important product – YOUYOU!!



Resume stylesResume styles

The resume may be The resume may be chronological chronological ( listing the jobs you have had in ( listing the jobs you have had in reverse chronological order) or reverse chronological order) or functional functional (highlighting and (highlighting and

emphasizing skills) or emphasizing skills) or combinationcombination of of the two.the two.



Basic purpose of resumeBasic purpose of resume

►To communicate your experienceTo communicate your experience►To communicate your skillsTo communicate your skills►To show your education related to To show your education related to

a specific position.a specific position.



Chronological resumeChronological resume

The The chronological resumechronological resume puts the focus puts the focus on your previous work experience and on your previous work experience and the responsibilities you had while there. the responsibilities you had while there. Employers, when viewing this type of Employers, when viewing this type of resume, look at the dates first. They are resume, look at the dates first. They are looking at how long you have worked at looking at how long you have worked at one place and if there are gaps in your one place and if there are gaps in your employment history.employment history.



FUNCTIONAL resumeFUNCTIONAL resume

The The functional resumefunctional resume puts the puts the focus on the professional skills and focus on the professional skills and experience that you gained from experience that you gained from employment, your formal education employment, your formal education and training, and generally on the and training, and generally on the transferable skills/functions you transferable skills/functions you have previously acquired.have previously acquired.



combination resumecombination resume

The The combination resumecombination resume is very is very similar to a functional resume; it is similar to a functional resume; it is a chronological resume which lists a chronological resume which lists accomplishments in functional accomplishments in functional skill areas.skill areas.



Advantages and disadvantages of Advantages and disadvantages of the the chronologicalchronological resume resume

AdvantagesAdvantages► Highlights titles and Highlights titles and

company names; company names; advantageous when advantageous when the names or titles are the names or titles are relevant or impressiverelevant or impressive

► Highlights consistent Highlights consistent progress from one progress from one position to another.position to another.

► Highlights length of Highlights length of time in each time in each organization.organization.

DisadvantagesDisadvantages► Readily shows gaps in Readily shows gaps in

work historywork history► Shows frequent Shows frequent

changes of jobschanges of jobs► Does not show most Does not show most

impressive or relevant impressive or relevant work experience first if work experience first if that is not the most that is not the most recentrecent



Advantages and disadvantages of Advantages and disadvantages of the the functionalfunctional resume resume

AdvantagesAdvantages► Highlights skillsHighlights skills► De-emphasizes gaps De-emphasizes gaps

between jobsbetween jobs► Is more appropriate when Is more appropriate when

changing career fields since changing career fields since skills are highlighted over skills are highlighted over positions heldpositions held

DisadvantagesDisadvantages► Is not a good style if skill Is not a good style if skill

areas are not relevant to areas are not relevant to targeted positiontargeted position

► Does not show advancement Does not show advancement from one job to anotherfrom one job to another

► Does not show organizations Does not show organizations and titles heldand titles held

► Is more difficult to review Is more difficult to review since progression from one since progression from one position to another is not position to another is not apparentapparent



Things to know Things to know



► Length:Length: 1-2 pages. One page is preferable 1-2 pages. One page is preferable and sufficient for most college studentsand sufficient for most college students

► Arrangement:Arrangement: Be consistent in the use of Be consistent in the use of bullets, boldface, capitalization, and italics.bullets, boldface, capitalization, and italics.

► Grammar/Spelling:Grammar/Spelling: Make sure your resume Make sure your resume is reviewed several times by several people. is reviewed several times by several people. Grammar and spelling errors will end your Grammar and spelling errors will end your chances of an interview with an employers.chances of an interview with an employers.

Things to knowThings to knowidentificationidentification



► NameName (use a larger font and bold print) (use a larger font and bold print)

► Area code and phone numberArea code and phone number (s) (s)

► Address and Zip CodeAddress and Zip Code (present or (present or permanent)permanent)

► Email AddressEmail Address

RESUME SectionsRESUME Sectionscareer objectivecareer objective



This section lets the reader know what your present career goals are.

Career Objective: A position as an administrative professional in a

challenging business with opportunities to use my technology and human relation

skills.

RESUME SectionsRESUME Sectionsrelevant skillsrelevant skills



This section gives you a chance to identify your skill strengths.

For example, you can list your computer skills, including the various software packages in which you are proficient and

your keyboarding skill.

RESUME SectionsRESUME SectionsEducationEducation



In this section, list the schools you have attended and the degrees you have obtained (if applicable). You might also list the

courses or programs you have taken that pertain to

the position.

RESUME SectionsRESUME SectionsEmployment HistoryEmployment History



List the companies where you have worked, the dates of employment, and your duties.

You may want to reverse the order of education and experience on your resume.For example, if you have experience that directly relates to the job for which you are applying, you might list the experience first.

RESUME SectionsRESUME Sectionsaccomplishmentsaccomplishments



If you have participated in a special activities, maintained memberships in professional organizations, or achieved

honors, you may wish to list these. Such activities that illustrate that you have

many interests and leadership qualities.

RESUME SectionsRESUME SectionsReferencesReferences



Do not list references on your resume. The resume is a place to highlight

work experiences and skills. However, you may choose to include a section

with the statement “References will be furnished on request.”

RESUME SectionsRESUME SectionsReferencesReferences



Choose your references carefully. Select those individuals who know your

qualifications well and will take the time to respond to a reference request.

Before you list someone as a reference, obtain his or her permission.

CAREERSCAREERS

Any Questions?

Any Questions?

Any Questions?

careers technology & procedures for administrative professionals 12 th edition – patsy...

Documents

technology center slide

careers technology procedures

professional career

temporary agencies

job interview skills

sources of job information

job search process

temporary work