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Executive Secretaries & Administrative Assistants
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CheckoutCareers.com
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Executive Secretaries & Administrative Assistants
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Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.
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Degrees
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Abilities
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Oral Comprehension| | The ability to listen to and understand information and ideas presented through spoken words and sentences. |
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Oral Expression| | The ability to communicate information and ideas in speaking so others will understand. |
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Written Expression| | The ability to communicate information and ideas in writing so others will understand. |
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Near Vision| | The ability to see details at close range (within a few feet of the observer). |
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Information Ordering| | The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations). |
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Speech Recognition| | The ability to identify and understand the speech of another person. |
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Written Comprehension| | The ability to read and understand information and ideas presented in writing. |
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Deductive Reasoning| | The ability to apply general rules to specific problems to produce answers that make sense. |
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Category Flexibility| | The ability to generate or use different sets of rules for combining or grouping things in different ways. |
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Inductive Reasoning| | The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). |
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Problem Sensitivity| | The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem. |
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Speech Clarity| | The ability to speak clearly so others can understand you. |
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Time Sharing| | The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources). |
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Speed of Closure| | The ability to quickly make sense of, combine, and organize information into meaningful patterns. |
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Memorization| | The ability to remember information such as words, numbers, pictures, and procedures. |
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Selective Attention| | The ability to concentrate on a task over a period of time without being distracted. |
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Wrist-Finger Speed| | The ability to make fast, simple, repeated movements of the fingers, hands, and wrists. |
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Flexibility of Closure| | The ability to identify or detect a known pattern (a figure, object, word, or sound) that is hidden in other distracting material. |
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Originality| | The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem. |
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Fluency of Ideas| | The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity). |
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Mathematical Reasoning| | The ability to choose the right mathematical methods or formulas to solve a problem. |
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Auditory Attention| | The ability to focus on a single source of sound in the presence of other distracting sounds. |
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Number Facility| | The ability to add, subtract, multiply, or divide quickly and correctly. |
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Visualization| | The ability to imagine how something will look after it is moved around or when its parts are moved or rearranged. |
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Far Vision| | The ability to see details at a distance. |
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Finger Dexterity| | The ability to make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or assemble very small objects. |
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Perceptual Speed| | The ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object with a remembered object. |
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Trunk Strength| | The ability to use your abdominal and lower back muscles to support part of the body repeatedly or continuously over time without 'giving out' or fatiguing. |
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Response Orientation| | The ability to choose quickly between two or more movements in response to two or more different signals (lights, sounds, pictures). It includes the speed with which the correct response is started with the hand, foot, or other body part. |
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Visual Color Discrimination| | The ability to match or detect differences between colors, including shades of color and brightness. |
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Depth Perception| | The ability to judge which of several objects is closer or farther away from you, or to judge the distance between you and an object. |
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Extent Flexibility| | The ability to bend, stretch, twist, or reach with your body, arms, and/or legs. |
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Hearing Sensitivity| | The ability to detect or tell the differences between sounds that vary in pitch and loudness. |
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Manual Dexterity| | The ability to quickly move your hand, your hand together with your arm, or your two hands to grasp, manipulate, or assemble objects. |
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Multilimb Coordination| | The ability to coordinate two or more limbs (for example, two arms, two legs, or one leg and one arm) while sitting, standing, or lying down. It does not involve performing the activities while the whole body is in motion. |
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Interests
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Conventional| | Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow. |
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First Interest High-Point| | Primary-Rank Descriptiveness |
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Enterprising| | Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business. |
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Second Interest High-Point| | Secondary-Cutoff/Rank Descriptiveness |
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Social| | Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others. |
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Investigative| | Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally. |
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Realistic| | Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others. |
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Artistic| | Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules. |
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Knowledge
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Clerical| | Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. |
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Customer and Personal Service| | Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. |
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English Language| | Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. |
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Computers and Electronics| | Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming. |
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Administration and Management| | Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. |
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Mathematics| | Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications. |
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Communications and Media| | Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media. |
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Personnel and Human Resources| | Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems. |
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Education and Training| | Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects. |
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Law and Government| | Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process. |
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Economics and Accounting| | Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data. |
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Public Safety and Security| | Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions. |
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Psychology| | Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders. |
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Geography| | Knowledge of principles and methods for describing the features of land, sea, and air masses, including their physical characteristics, locations, interrelationships, and distribution of plant, animal, and human life. |
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Sales and Marketing| | Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems. |
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Philosophy and Theology| | Knowledge of different philosophical systems and religions. This includes their basic principles, values, ethics, ways of thinking, customs, practices, and their impact on human culture. |
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Telecommunications| | Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems. |
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Transportation| | Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits. |
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Production and Processing| | Knowledge of raw materials, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods. |
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Sociology and Anthropology| | Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures and their history and origins. |
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Therapy and Counseling| | Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance. |
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Foreign Language| | Knowledge of the structure and content of a foreign (non-English) language including the meaning and spelling of words, rules of composition and grammar, and pronunciation. |
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Design| | Knowledge of design techniques, tools, and principles involved in production of precision technical plans, blueprints, drawings, and models. |
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Mechanical| | Knowledge of machines and tools, including their designs, uses, repair, and maintenance. |
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History and Archeology| | Knowledge of historical events and their causes, indicators, and effects on civilizations and cultures. |
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Medicine and Dentistry| | Knowledge of the information and techniques needed to diagnose and treat human injuries, diseases, and deformities. This includes symptoms, treatment alternatives, drug properties and interactions, and preventive health-care measures. |
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Engineering and Technology| | Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services. |
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Fine Arts| | Knowledge of the theory and techniques required to compose, produce, and perform works of music, dance, visual arts, drama, and sculpture. |
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Chemistry| | Knowledge of the chemical composition, structure, and properties of substances and of the chemical processes and transformations that they undergo. This includes uses of chemicals and their interactions, danger signs, production techniques, and disposal methods. |
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Biology| | Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment. |
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Building and Construction| | Knowledge of materials, methods, and the tools involved in the construction or repair of houses, buildings, or other structures such as highways and roads. |
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Food Production| | Knowledge of techniques and equipment for planting, growing, and harvesting food products (both plant and animal) for consumption, including storage/handling techniques. |
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Physics| | Knowledge and prediction of physical principles, laws, their interrelationships, and applications to understanding fluid, material, and atmospheric dynamics, and mechanical, electrical, atomic and sub- atomic structures and processes. |
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Wages
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| District of Columbia | $41,780.00 |
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| North Carolina | $32,920.00 |
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| South Carolina | $31,960.00 |
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| Virgin Islands | $27,760.00 |
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Related Careers
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Legal Secretaries| | Perform secretarial duties utilizing legal terminology, procedures, and documents. Prepare legal papers and correspondence, such as summonses, complaints, motions, and subpoenas. May also assist with legal research. |
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Library Technicians| | Assist librarians by helping readers in the use of library catalogs, databases, and indexes to locate books and other materials; and by answering questions that require only brief consultation of standard reference. Compile records; sort and shelve books; remove or repair damaged books; register patrons; check materials in and out of the circulation process. Replace materials in shelving area (stacks) or files. Includes bookmobile drivers who operate bookmobiles or light trucks that pull trailers to specific locations on a predetermined schedule and assist with providing services in mobile libraries. |
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Management Analysts| | Conduct organizational studies and evaluations, design systems and procedures, conduct work simplifications and measurement studies, and prepare operations and procedures manuals to assist management in operating more efficiently and effectively. Includes program analysts and management consultants. |
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Management Analysts| | Conduct organizational studies and evaluations, design systems and procedures, conduct work simplifications and measurement studies, and prepare operations and procedures manuals to assist management in operating more efficiently and effectively. Includes program analysts and management consultants. |
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Municipal Clerks| | Draft agendas and bylaws for town or city council; record minutes of council meetings; answer official correspondence; keep fiscal records and accounts; and prepare reports on civic needs. |
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Procurement Clerks| | Compile information and records to draw up purchase orders for procurement of materials and services. |
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Production, Planning, & Expediting Clerks| | Coordinate and expedite the flow of work and materials within or between departments of an establishment according to production schedule. Duties include reviewing and distributing production, work, and shipment schedules; conferring with department supervisors to determine progress of work and completion dates; and compiling reports on progress of work, inventory levels, costs, and production problems. |
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Secretaries, Except Legal, Medical, & Executive| | Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers. |
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Skills
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Active Listening| | Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. |
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Writing| | Communicating effectively in writing as appropriate for the needs of the audience. |
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Speaking| | Talking to others to convey information effectively. |
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Reading Comprehension| | Understanding written sentences and paragraphs in work related documents. |
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Critical Thinking| | Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. |
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Time Management| | Managing one's own time and the time of others. |
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Active Learning| | Understanding the implications of new information for both current and future problem-solving and decision-making. |
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Monitoring| | Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action. |
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Coordination| | Adjusting actions in relation to others' actions. |
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Instructing| | Teaching others how to do something. |
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Social Perceptiveness| | Being aware of others' reactions and understanding why they react as they do. |
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Service Orientation| | Actively looking for ways to help people. |
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Mathematics| | Using mathematics to solve problems. |
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Learning Strategies| | Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things. |
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Judgment and Decision Making| | Considering the relative costs and benefits of potential actions to choose the most appropriate one. |
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Persuasion| | Persuading others to change their minds or behavior. |
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Equipment Selection| | Determining the kind of tools and equipment needed to do a job. |
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Operations Analysis| | Analyzing needs and product requirements to create a design. |
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Management of Material Resources| | Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work. |
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Management of Financial Resources| | Determining how money will be spent to get the work done, and accounting for these expenditures. |
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Management of Personnel Resources| | Motivating, developing, and directing people as they work, identifying the best people for the job. |
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Complex Problem Solving| | Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions. |
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Negotiation| | Bringing others together and trying to reconcile differences. |
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Operation and Control| | Controlling operations of equipment or systems. |
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Systems Evaluation| | Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system. |
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Quality Control Analysis| | Conducting tests and inspections of products, services, or processes to evaluate quality or performance. |
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Troubleshooting| | Determining causes of operating errors and deciding what to do about it. |
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Systems Analysis| | Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes. |
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Technology Design| | Generating or adapting equipment and technology to serve user needs. |
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Equipment Maintenance| | Performing routine maintenance on equipment and determining when and what kind of maintenance is needed. |
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Installation| | Installing equipment, machines, wiring, or programs to meet specifications. |
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Repairing| | Repairing machines or systems using the needed tools. |
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Operation Monitoring| | Watching gauges, dials, or other indicators to make sure a machine is working properly. |
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Programming| | Writing computer programs for various purposes. |
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Science| | Using scientific rules and methods to solve problems. |
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Tasks
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| Manage and maintain executives' schedules. |
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| Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software. |
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| Make travel arrangements for executives. |
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| Open, sort, and distribute incoming correspondence, including faxes and email. |
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| Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. |
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| File and retrieve corporate documents, records, and reports. |
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| Greet visitors and determine whether they should be given access to specific individuals. |
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| Prepare responses to correspondence containing routine inquiries. |
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| Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. |
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| Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors. |
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| Prepare agendas and make arrangements for committee, board, and other meetings. |
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| Compile, transcribe, and distribute minutes of meetings. |
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| Attend meetings to record minutes. |
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| Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives. |
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| Meet with individuals, special interest groups and others on behalf of executives, committees and boards of directors. |
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| Set up and oversee administrative policies and procedures for offices or organizations. |
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| Supervise and train other clerical staff. |
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| Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures. |
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| Interpret administrative and operating policies and procedures for employees. |
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Career Activities
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| Organizing, Planning, and Prioritizing Work |
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| plan meetings or conferences |
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| plan or organize work |
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| Performing Administrative Activities |
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| develop records management system |
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| file or retrieve paper documents and related materials |
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| maintain records, reports, or files |
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| prepare reports |
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| prepare reports for management |
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| Updating and Using Relevant Knowledge |
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| use oral or written communication techniques |
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| Scheduling Work and Activities |
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| arrange teleconference calls |
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| schedule meetings or appointments |
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| schedule or contract meeting facilities |
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| Processing Information |
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| compile numerical or statistical data |
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| Communicating with Persons Outside Organization |
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| write business correspondence |
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| Interacting With Computers |
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| use computers to enter, access or retrieve data |
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| use word processing or desktop publishing software |
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| Thinking Creatively |
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| develop new office forms |
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| Making Decisions and Solving Problems |
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| select software for clerical activities |
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| Coordinating the Work and Activities of Others |
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| coordinate staff or activities in clerical support setting |
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| oversee execution of organizational or program policies |
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| Analyzing Data or Information |
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| analyze organizational operating practices or procedures |
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| Performing for or Working Directly with the Public |
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| answer customer or public inquiries |
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| Provide Consultation and Advice to Others |
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| recommend improvements to work methods or procedures |
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| recommend solutions of administrative problems |
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| Interpreting the Meaning of Information for Others |
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| explain rules, policies or regulations |
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| Developing Objectives and Strategies |
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| develop policies, procedures, methods, or standards |
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Career Context
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| Telephone |
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| Electronic Mail |
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| Contact With Others |
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| Face-to-Face Discussions |
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| Indoors, Environmentally Controlled |
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| Work With Work Group or Team |
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| Importance of Being Exact or Accurate |
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| Letters and Memos |
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| Importance of Repeating Same Tasks |
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| Structured versus Unstructured Work |
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| Deal With External Customers |
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| Freedom to Make Decisions |
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| Spend Time Sitting |
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| Frequency of Decision Making |
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| Time Pressure |
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| Coordinate or Lead Others |
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| Sounds, Noise Levels Are Distracting or Uncomfortable |
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| Spend Time Making Repetitive Motions |
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| Responsibility for Outcomes and Results |
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| Spend Time Using Your Hands to Handle, Control, or Feel Objects, Tools, or Controls |
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| Impact of Decisions on Co-workers or Company Results |
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| Exposed to Disease or Infections |
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| Frequency of Conflict Situations |
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| Responsible for Others' Health and Safety |
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| Level of Competition |
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| Pace Determined by Speed of Equipment |
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| Cramped Work Space, Awkward Positions |
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| Physical Proximity |
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| Exposed to Minor Burns, Cuts, Bites, or Stings |
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| Extremely Bright or Inadequate Lighting |
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| Exposed to Contaminants |
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| Degree of Automation |
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| Consequence of Error |
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| Public Speaking |
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| Deal With Unpleasant or Angry People |
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| Very Hot or Cold Temperatures |
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| Spend Time Bending or Twisting the Body |
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| Indoors, Not Environmentally Controlled |
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| Exposed to Hazardous Conditions |
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| Wear Common Protective or Safety Equipment such as Safety Shoes, Glasses, Gloves, Hearing Protection, Hard Hats, or Life Jackets |
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| Deal With Physically Aggressive People |
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| Spend Time Walking and Running |
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| In an Enclosed Vehicle or Equipment |
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| Spend Time Keeping or Regaining Balance |
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Career Styles
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Cooperation| | Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude. |
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Attention to Detail| | Job requires being careful about detail and thorough in completing work tasks. |
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Dependability| | Job requires being reliable, responsible, and dependable, and fulfilling obligations. |
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Integrity| | Job requires being honest and ethical. |
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Concern for Others| | Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job. |
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Self Control| | Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations. |
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Adaptability/Flexibility| | Job requires being open to change (positive or negative) and to considerable variety in the workplace. |
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Stress Tolerance| | Job requires accepting criticism and dealing calmly and effectively with high stress situations. |
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Independence| | Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done. |
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Initiative| | Job requires a willingness to take on responsibilities and challenges. |
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Innovation| | Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems. |
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Social Orientation| | Job requires preferring to work with others rather than alone, and being personally connected with others on the job. |
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Achievement/Effort| | Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks. |
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Persistence| | Job requires persistence in the face of obstacles. |
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Analytical Thinking| | Job requires analyzing information and using logic to address work-related issues and problems. |
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Leadership| | Job requires a willingness to lead, take charge, and offer opinions and direction. |
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Career Needs
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Working Conditions| | Workers on this job have good working conditions. |
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Company Policies and Practices| | Workers on this job are treated fairly by the company. |
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Moral Values| | Workers on this job are never pressured to do things that go against their sense of right and wrong. |
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Activity| | Workers on this job are busy all the time. |
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Security| | Workers on this job have steady employment. |
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Supervision, Human Relations| | Workers on this job have supervisors who back up their workers with management. |
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Social Service| | Workers on this job have work where they do things for other people. |
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Achievement| | Workers on this job get a feeling of accomplishment. |
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Co-workers| | Workers on this job have co-workers who are easy to get along with. |
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Ability Utilization| | Workers on this job make use of their individual abilities. |
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Advancement| | Workers on this job have opportunities for advancement. |
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Compensation| | Workers on this job are paid well in comparison with other workers. |
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Social Status| | Workers on this job are looked up to by others in their company and their community. |
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Supervision, Technical| | Workers on this job have supervisors who train their workers well. |
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Independence| | Workers on this job do their work alone. |
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Recognition| | Workers on this job receive recognition for the work they do. |
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Variety| | Workers on this job have something different to do every day. |
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Autonomy| | Workers on this job plan their work with little supervision. |
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Creativity| | Workers on this job try out their own ideas. |
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Responsibility| | Workers on this job make decisions on their own. |
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Authority| | Workers on this job give directions and instructions to others. |
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Career Values
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Support| | Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical. |
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Relationships| | Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service. |
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Working Conditions| | Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions. |
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Achievement| | Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement. |
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