TITLE

THE ROLE OF A SECRETARY IN THE LOCAL

GOVERNMENT AREA FOR NATIONAL
DEVELOPMENT.

BY

OSI KEMEBRADIKUMO GODSHELP

DSPZ/SBS/13/29445

A RESEARCH PROJECT PRESENTED TO THE

DEPARTMENT OF OFFICE TECHNOLOGY AND
MANAGEMENT.

IN PARTIAL FULFILMENT OF THE REQUIREMENT

FOR THE AWARD OF NATIONAL DIPLOMA (ND) IN
OFFICE TECHNOLOGY AND MANAGEMENT.

OCTOBER 2015.
1
 CERTIFICATION

I, OSI KEMEBRADIKUMO GODSHELP a Diploma student of Office

Technology and Management Delta State Polytechnic Ozoro, with mat

No: DSPZ/SBS/13/29445 have completed the requirement for the course

and project for the National Diploma Certificate. The work is original and

has not been submitted in part or full for any other diploma certificate of

any institution.

___________________
_____________
Osi kemebradikumo
DATE
(Researcher)

____________________
______________
MR. francis I. Ndikanwu DATE
(Project Supervisor)

2
3
 APPROVAL PAGE

This project work is submitted to the department of Office Technology

and Management in partial fulfillment of the award of National Diploma

(ND) Office Technology and Management.

________________
_____________
Mr. Francis I. Ndikanwu DATE
(Project Supervisor)

____________________
______________
Dr ROBERT .A. ESENE DATE
(Head of Department)

______________________
_______________
MR ISRAEL ULAOLOBI DATE
(Dean School of Business Studies)

______________________
______________
EXTERNAL EXAMINER DATE

4
 DEDICATION

This project work is dedicated to God Almighty for his love and care as

my heavenly father. Also to Late Madam Justina Kemeghen, who I wish

is alive to see what the little girl she cuddled and showed so much love

has achieved.

5
 ACKNOWLEDGEMENT

I give absolute thanks to God Almighty for he alone made all things

possible.

In writing this project, I have been inspired by the encouragement, love

and support I received from a number of persons since I enrolled in

academic at the Delta State Polytechnic, Ozoro. My profound gratitude

goes to Mrs. Adeh Ayebatonye for her motherly love and support, Mrs.

Konmune Kese-ere, Mr. Otuku Emomotimi for making this project a

success, Mr. Ekuere Stephen Ebitimiwei, Miss Adeh Gillian Abupasu, Mr.

Ekpike Whyte, Miss Augustine Charity, Mr. Isaac Seleke-bunapumo, Mr.

Robinson Walson, Mr. Francis I. Ndikanwu my project supervisor who

made this project a success too. And to my Departmental Lecturers for

their encouragement and knowledge they impacted on me. Without these

people I won’t be where I am today. May the good Lord continue to guide

and bless you all. I love you all.

6
 ABSTRACT

This study evaluated the roles of secretaries and their contributions to

national development in Ekeremor Local Government of Bayelsa State. In
today’s world a secretary performs a variety of administrative and
clerical tasks like information management; coordination of office
administrative activities, planning and scheduling meetings and
appointments. Conceptual and theoretical frameworks were reviewed
from various literatures. The study adopted the descriptive survey method.
A sample size of 67 was drawn from the target population of 800
administrative workers. A self-structured questionnaire was used for the
study. The results revealed that secretaries are inevitable in the local
government settings. The hypothetical setting also shows that there is
significant relationship between role of secretary and national
development national develop and that administrative secretary are
necessary in the local government areas. The study concluded that no
matter the innovation or invention brought in by modernization or the
breakthrough on computers, the presence of the secretary is inevitable for
national development. The importance, contribution and dispensability of
the secretary in any government are indeed irreplaceable. Finally, the
study recommended that because of the ever changing technology in
offices, modern secretaries need to be more concerned with updating their
skills, knowledge of the organization and modern equipment.

7
 TABLE OF CONTENT

Title page ... … … … … … … … …

Approval page ... … … … … … … … …

ii

Certification ... … … … … … … … …

iii

Dedication ... … … … … … … … …

iv

Acknowledgement … … … … … … … … …

Abstract ... … … … … … … … … … …

vi

Table of contents ... … … … … … … … …

vii

8
CHAPTER ONE

Introduction ... … … … … … … … … …

… … 1

1.1 Background of the study ... … … … … … … …

… 1

1.2 Statement of the problem ... … … … … … … …

… 7

1.3 Purpose of the study... … … … … … … …

… 9

1.4 Research Questions ... … … … … … … …

… 10

1.5 Research Hypothesis ... … … … … … … …

… 11

1.6 Significance of the study ... … … … … … …

… 11

1.7 Scope of the study ... … … … … … … … …

… 13

9
1.8 Operational definition of terms ... … … … … … …

… 14

CHAPTER TWO

2.1 Introduction ... … … … … … … … … …

… … 16

2.2 Conceptual framework... … … … … … … …

… 16

2.2.1 Concept of a Secretary ... … … … … … … …

… 16

2.2.2 Meaning of Local Government Area ... … … … … …

… 36

2.3 Theoretical framework ... … … … … … … …

… 38

2.4 Empirical Studies ... … … … … … … … …

… 40

2.5 Summary of literature Review ... … … … … … …

… 42

10
CHAPTER THREE

3.1 Introduction ... … … … … … … … … ….

… 44

3.2 Research Design ... … … … … … … … …

… 44

3.3 Area of Study ... … … … … … … … …

… 45

3.4 Population of the Study ... … … … … … … …

… 45

3.5 Sample and Sampling Technique ... … … … … …

… 45

3.6 Instrument for data collection ... … … … … … …

… 46

11
3.7 Description of Instrument ... … … … … … …

… 46

3.8 Validity of the Instrument ... … … … … … …

… 47

3.9 Reliability of the Study ... … … … … … … …

… 47

3.10 Administration of Instrument ... … … … … … …

… 48

3.11 Method of Data Analysis ... … … … … … …

… 49

CHAPTER FOUR

4.1 Introduction ... … … … … … … … … …

… … 50

4.2 Presentation of Data ... … … … … … … … …

… 50

4.3 Testing of Hypothesis ... … … … … … … …

… 61

12
4.4 Results and Discussion of findings ... … … … … …

… 64

CHAPTER FIVE

Introduction ... … … … … … … … … …

… … 70

5.1 Summary of Findings ... … … … … … … …

… 70

5.2 Findings ... … … … … … … … … …

… … 72

5.3 Conclusion ... … … … … … … … … …

… … 73

5.4 Implication of the Findings ... … … … … … …

… 74

5.5 Recommendations ... … … … … … … …

… 75

5.6 Suggestions for further studies ... … … … … … …

… 76

13
References ... … … … … … … … … … ……

…. … 78

Appendix i ... … … … … … … … … … ……

…. … 81

Appendix ii ... … … … … … … … … …

… … 82

14
 CHAPTER ONE

INTRODUCTION

1.1 Background to the Study

The term ‘secretary’ is another term that has a wide meaning and it

is important to appreciate the various meanings associated it. According to

Whitehead (1994), the secretary is usually thought to be a person who

takes dictation from a manager or other senior members of staff and turns

the notes into typed correspondence. The term means all sorts of things for

many people and certainly many of those who work in offices choose to

be under the secretarial umbrella (Harding 1994). As noted by (Edwin,

2008), the roles of secretaries in contemporary times have changed

tremendously from the traditional roles. The Professional Secretaries

International (PSI) defines a secretary as an executive assistant who has

mastery of office skills, demonstrates the ability to assume responsibility

without direct supervision, exercises initiative and judgement and makes

decisions within the scope of assigned authority.

15
From this definition, we can see that although various office workers

perform some facets of secretarial work, but not all office workers are

secretaries. Secretaries have more responsibility for their work. Hence, the

secretary in local government is not so different from a professional

secretary who performs tasks similar to an executive or administrative

assistant. Generally, a secretary in the local government coordinates the

daily routines of an office and organizes the office schedules and paper

work for the chair of the council. Monsted and Garside (1991) contends

that in addition to the office duties of the council secretary, he is also seen

a chief administrative officer. As a matter of fact the local government

secretary is the head of administration at the local government council

level, thus have a great input in term of the development of the local

government areas and Nigeria at large.

In the other hand, many scholars have defined local government

differently. This is as a result of varied perspectives on the actual role of

local government which differ from one environment to another.

However, local government can be defined as government at the local

16
level exercised through representative councils established by law to

exercise specific powers within defined areas (Local Government Reform

Handbook, 1992). According to Oni, (1993), local government is that

“level of government exercised through representative councils,

established by law to exercise geographical area with common social and

political ties”. These powers should give the council substantial control

over local affairs as well as the staff, and institutional and financial

powers to initiate and direct the provision of services and to determine and

implement projects so as to complement the activities of the state and

federal governments in their areas. Local government system can be

defined as:

Government at local level exercise through

representative councils established by law to
exercise specific powers within defined area.
These powers should give the council substantial
control over local affairs as well as the staff and
institutional and financial powers to initiate and
direct the provision of services and to determine
and implement projects so as to ensure through

17
 devolution of functions to these councils and
through the active participation, of the people
and their traditional institutions that local
initiative and response to local needs and
conditions are maximized. (Awa, 2006:96)

These definitions are rooted in the meaning of local government by the

United Nations, office for Public Administration (1960) which defines

local government as:

A political division of a nation or (in federal

system), state, which is constituted by law and
has substantial control of local affairs, including
the powers to impose taxes or to exact labour
for prescribed purpose. The governing body of
such an entry is elected or otherwise locally
selected (Ola, 1984).
The common denominator in these definitions is that local government is

a subordinate system of government and has the authority to undertake

public activities (Eneanya, 2012:15). This authority has structures and

functions, collects revenue, experiences some challenges and is controlled

by central authority. These definitions are encompassing and most widely

18
accepted and have theoretical implications. From the definitions, certain

characteristics of local government stand out. As matter of fact, Eneanya

(2012) gave the following reasons for creation of local governments.

 Local government provides the platform for people to conduct their

own affairs in line with local needs aspirations, resources and

customs which they alone understand better than any outside;

 Provides framework for mobilizing and sustaining popular zeal and

initiative in development;

 Serves as a hedge against over-concentration of power at the centre

which often leads to tyranny;

 It acts as a two-way channel of communication between the local

population and the central government.

 It aggregates local interest and transmits these to the centre and also

keeps the local population informed about central government

policies and programmes;

19
  Local government serves as socio-economic laboratory for testing

new proposals for government organization and sound economic

policies; and

 Acts as training ground for leadership positions at the national

level.

This is because these all-important role local government plays in the

development of Nigerian through the grass root, that place the council in

such an enviable position. Yet, the secretary is relegated to the ground in

spite of these superb, multi-tasking jobs. The secretary’s duties require

analysis of the situation, judgement, technical knowledge and creativity.

And because a secretary’s responsibilities are more complex than entry-

level responsibilities, additional on-the-job experience and/or education is

required. The number and type of activities secretaries are assigned

depend on whether they are generalists (multifunctional secretaries) or

specialists (such as legal or word processing secretaries). Secretaries use

many different talents and work with many different people. It is against

20
this backdrop that this study highlights the role of secretaries in local

government area for national development.

1.2 Statement of the Problem

A secretary of today is supposed to perform variety of administrative and

clerical tasks like information management; coordination of office

administrative activities, planning and scheduling of meetings and

appointments. Secretaries handle mail services, information technology

resources, provide high level administrative support, arrange conferences;

and supervise other office staff.

As a chief administrative officer of local government, the secretary has the

responsibility to organize the work flow so that the employer will feel that

everything is under control, with all projects completed when needed.

Modern administrative secretaries are now referred to as chief office

managers by some people because of their activities, education, skill

acquisition, knowledge and even expectations from their bosses,

customers, clients and even the general public. Whether called a secretary,

a manager or a personal assistant, a professional secretary or a council

21
secretary is not more the man or woman sitting behind the typewriter,

taking shorthand dictations and attending to visitors.

Because of the importance of secretarial functions to national

development, secretaries can be found in all types of public and private

organizations and from the small family concern to multi-national

companies. Yet, no truth significance have been attached to the

benevolence services they rendered. Secretaries are relegated or are not

even known in various local government areas in Nigeria, despite the fact

that they are the communication hub of the local government council

serving both as a repository for historical and transition records as well as

a communications checkpoint for dissemination of information regarding

activities of committees, the departments and their Directors, and other

groups.

Hence, it is necessary for the secretary and the entire council

leadership to periodically reflect on the role, authorities and

responsibilities of the secretary. A secretary must be an excellent

communicator, organized, efficient, friendly, responsible and open to

22
change. The secretary has to take charge when the boss is not available,

therefore, she needs to know as much or more than her employer. She is

been overworked and underpaid; he does all the work “behind the scene”.

She is key player that needed to complete the work of administration. She

is reliable, dependable and honest. This is why the researcher is interested

in appraising the contributions of secretaries in local government councils

for national development in Nigeria.

1.3 Purpose of the Study

The purpose of the study is to find out the role of secretaries in

contributing to national development in Ekeremor Local Government

Area. Other specific objectives are as follows:

i. To evaluate the roles of secretaries and their contributions to

national development in Ekeremor local government, Bayelsa

State.

ii. To identify the various prospects of a secretary in a local

government area and other organizations at large.

23
 iii. To identify the various challenges and opportunities of

secretary in Ekeremor local government area, Bayelsa State.

iv. To determine the extent to which a local government area

needs a secretary.

1.4 Research Questions

The following research questions will guide this study:

i. What are the roles of a secretary and their contributions to

national development in Ekeremor local government area?

ii. What are the prospects of a secretary in a local government

area and other organizations at large?

iii. What are the various challenges and opportunities of an

administrative secretary in Ekeremor local government area?

iv. To what extent do local government council needs an

administrative secretary?

24
1.5 Research Hypothesis

The following null hypotheses will be tested at 0.05 level of significance:

1. H0: There is no significant relationship between role of secretary

and National development

2. H0: Administrative secretary are not necessary in a local

government area

1.6 Significance of the Study

The findings of this study would be of importance to employers,

administrative secretaries, Office Technology and Management students

as well as graduates. Due to the important position, the secretaries occupy

in organizations and the local councils make them indispensable and

irreplaceable tools for striving development of our government. Hence,

this study would be useful to the following

i. Employers of labour

This study will be of great benefit to employer of labours who

requires the service of secretaries. This is because they will be fully aware

of the services of secretaries in the demand for secretarial profession in

25
the office. The graduates from secretarial administration and office

technology and management would benefit immensely from this study in

the sense that they will appreciate the value of secretary and their role in

development of our country. Also students will want to prepare

themselves for all-important-task of which would help in making the

marketable in the labour market.

ii. Practice secretaries

This research work will be useful to the praising administrative

secretaries as it will widen their knowledge to secretarial function in

relation to demand for secretarial services which make possible

achievement of targeted goals in a local government area.

iii. Students

This study will help to enlightened students that are now

undergoing the course of secretarial studies to know the demand of

secretarial services in organization, hence make them more focus and

prepare for being a professional secretary and their contributions to the

management of offices.

26
iv. The secretarial studies department

This study will be beneficial to the secretarial studies department as

it will serve as a reference material to both secretaries and lecturers so as

to ensure that the demand for secretarial profession by the secretary being

a vital duty of secretaries is not omitted in the school yearly curriculum.

Findings of the study will serve as a yard stick for the department in

reviewing the curriculum and instructional procedures so as to train

graduates who will compete favorably with other graduates in the labour

market.

v. Future researchers

This study will be benefit to the future researchers; this is because the

study will serve as a relevant material on researchers conducting a related

study. And finally, the findings of this study will contribute to the existing

body of knowledge in terms of administrative secretaries and their role

contributing to development.

1.7 Scope of the Study

This study was restricted to employers and workers in Ekeremor

local government area of Bayelsa State. It was delimited to only

27
employers whose departments warrant having a secretary. The study was

also limited to office functions such as administrative secretary and

contributions of these performances to national development.

1.8 Operational definition of terms

The terms used in this study which have unique meaning that could be

subjected to different interpretation by different readers of this project

work are defined as follows:

1. Secretary: A person employed by an individual or in an office to

assist with correspondence, make appointments and carry out

administrative tasks.

2. Administrator: A person who administers, especially one employed

to manage the affairs of a government, business, institution etc.

3. Local Government: This is an administrative body for a small

geographic area, such as a city, town, county or state; it will

typically only have control over their specific geographical region.

4. Local Government Area: Government at local kevel exercised

through representative councils established by law to exercise

specific powers within defined area.

28
29
 CHAPTER TWO

REVIEW OF RELATED LITERATURE

2.1 Introduction

This chapter looks at the theoretical and conceptual frameworks of

the variables in the study and the empirical review of all relevant and

updated literatures. Also we would like to discover how the secretary is

indispensable and the importance of an administrative secretary in a local

government setting. This chapter will discussed these topics under the

following subheadings:

i. Conceptual Framework

ii. Theoretical Framework

iii. Empirical Studies

iv. Summary of Literature Review

2.2 Conceptual Framework

2.2.1 Concept of Secretary

It is apparent that people can attribute different meanings to a concept and

that a concept may offer different meanings in various contexts. One such

30
concept is the secretary (Burr, 2003). The concept of secretary is used in

manifold ways in the national and international context (Filiz, 2013). In

English speaking countries such as the UK and the USA the concept

‘Secretary of State’ describes a very powerful role compared to a

‘Personal Secretary’. In non-English speaking countries such as

Switzerland, Germany, and Turkey the ordinary role of ‘Secretary’ does

not receive the same recognition as the ‘General Secretary’ of a political

party or a labor union. Moreover, the concept ‘Secretary of State’ does not

receive the same esteem in non-English speaking countries as it does in

English speaking countries.

But professional and academic standpoint, the word secretary has been

defined variously by different authors and employers (Onifade, 2010).

Ahukannah and Ekelegbe (2008) defined that a secretary may be referred

to a chief administrator of an organization or to a person who performs the

functions of organizing and recording of the proceedings of a meeting, or

to a professional auxiliary staff, skilled in shorthand and typewriting and

mainly responsible to an executive. Iro (2013) explained that a secretary

31
as professional who of the most essential human resources in a business

organization because he helps make the wheel of the organization to turn.

A secretary as the principal administrative support position in an office

increases the effectiveness of program staff by coordinating the paper

flow of the office and carrying out the day-to-day administrative support

activities required to accomplish the work of the organization (Onifade,

2010). Ugiagbe (2002) described it as an assistant to an executive,

possessing mastery of office skills and ability, assumes responsibility

without direct supervision, who displays initiative, exercises judgment,

and makes decisions within the scope of her authority. It is the person

who performs the myriad of daily chores that nibble away at an

executive’s time.

Boladele (2002) contends that a secretary is a warm, endlessly helpful and

understanding individual whose sole aim is to alleviate, solve, prevent or

soften problem workload and upsets for his/her executive. Azil (2013)

described the secretary as a public relations expert, a staff assistant, the

boss’s office memory. This implies that secretary in the central hub of

32
human relations. The secretary is responsible for much of the detail work

of the office and is expected to carry out the duties with a minimum of

supervision and direction. He is expected to represent the organization and

the employer attractively to the public and generates good human relations

in working with all employees in the organization (Nwosu, 1997).

The role of the secretary has changed as management philosophies in the

world have changed. A look at the changes in the work place and what

that means to the secretarial support staff in terms of necessary skills.

Some of the most important aspects of the secretary’s role include the

preparation of the governing body’s agenda and of supporting material on

which decision-making is based (Petersen & Short, 2001; Kezar, 2006;

Nadler, Behan & Nadler, 2006). This explains that a qualified secretary

should have a wide knowledge of business acumen, be versatile in office

practice, communication and knowledge of the operation of all

departments within the organization where he works, unlike a half-baked

secretary who possesses only knowledge of shorthand, typewriting and

basic office practices (Azil, 2013).

33
Brief Historical development of Secretarial Profession

The word 'secretary' comes from the Latin word ‘secretarius’ meaning a

person entrusted with secrets. An employer must be able to “tell al” to his

secretary, knowing what has been disclosed in strictest confidence will not

become part of the daily office gossip; and the higher up the corporate

ladder, the more important this becomes (Snelling, 1974). However,

literature on the history of the secretarial profession shows that nobody

knows when secretaries originated, but that the Romans were first to

employ men as scribes who took down dictation (James, 2013). Then, for

one achieves secretarial preparation by possessing the following:

 A knowledge of Latin and Greek

 A good memory: to retain matters quickly given him.

 An understanding of history: to be aware of history and antiquity,

thereby being familiar with situations, customs, manners of men,

cities, countries

 A natural inclination: to use common sense

34
By inference, a secretary should be adaptable to every occasion, many of

which cannot be determined beforehand (Hildebrant, 1979). Men

dominated secretarial jobs until the late 1880s. However, in the 1930s,

women started to dominate the profession. At the end of the 19th century,

there were also a large number of educated women needing work. More

women than men had completed high school ready to find jobs that

required literacy skills. Women now dominated the office as secretaries.

Though secretaries have been jokingly portrayed as blond, curvaceous,

sitting on the bosses' lap with pad and pencil in hand, the view of the

secretary hired for her efficiency in the office has shown greater staying

power. The office had become very routinized, and women's passivity

suited them to jobs that required carrying out endless routine tasks without

complaint. This trend that started in the late 19th century continued

throughout most of the 20th century (Goldberg, 1983)

In Nigeria, there were few secretaries in the early 1900’s because there

were no government established training institutions. Organizations

employed typists and stenographers as secretaries. These “secretaries”

35
trained in road-side secretarial institutes. These institutes did not have

qualified instructors and adequate machines. Therefore, those who

employed them were skeptical about their administrative competence, thus

limiting their activities to routine or chore office jobs (James, 2013).

In the late 1900’s, the state and federal governments started recognizing

the need to employ efficient secretaries and established Federal Training

Centre s in Lagos and Kaduna. The state governments later established

Staff Development Centres. Admission requirements into these centres

were low. Later, polytechnics were established by both state and federal

governments in order to have better trained secretaries. At present, we

have a few universities with a Secretarial Administration department

where secretaries are trained. The polytechnics are still regarded as the

best place to train secretaries (James, 2013). Secretaries are versatile

because all organizations need them. In the early days of producing

secretaries in Nigeria, people regarded those who went to commercial

secondary modern or commercial secondary schools as dullards. The

public regarded those who went to secondary grammar schools as highly

36
intelligent-those who would become doctors, lawyers, engineers, and so

on. Things have interestingly reversed as commercial or business courses

are becoming more versatile than the science courses. We now find

doctors and other professionals who find the usefulness and need to write

accounting examinations or implore the services of a professional

secretary.

The Secretary as Profession

In the early part of the 20th century, the National Office Management

Association (NAOMA) wanted the business world to know that

‘secretary’ is a specific job classification and that it should not be

confused with ‘typist,’ “junior stenographer,” or ‘stenographer.’ A ‘typist’

was someone that knows how to touch type but does not know shorthand.

A “junior stenographer” knows shorthand as well as typing and can take

and transcribe dictation. A ‘stenographer’ is proficient in all these skills,

knows proper letter format, and deals with various office routines. A

‘secretary’ is capable of performing all the duties of a senior stenographer

and can also relieve the boss of some of the routine work. A “private

37
secretary” works closely with an executive, with confidentiality a key

trait. There are always openings for topflight secretaries in both the public

and private sectors. These sectors rely on the nation’s higher institutions

of learning to supply them with this indispensable category of manpower.

The office environment has metamorphosed into a very modern one from

the traditional office known. The move now is towards a paperless office.

This new trend according to Chukwumezie (2002) has helped enrich and

widen the scope and practices of the secretarial profession in terms of

speed, quality, accuracy and variety. There is, however, the need for the

graduate office secretary to be at home with internet resources and other

new innovations that assist the secretary to facilitate his work and provide

the much needed assistance to his executive.

Aliata and Hawa (2014) pointed that the training institutions have not

responded sufficiently to the changes in the office and emerging

secretarial practices. Their skill laboratories lack the needed equipment to

adequately train graduate office secretaries for the challenges in the world

of work. The trainers, themselves, need retraining as most of them still

38
rely on the old methods of training. They are not versed in modern

information and communication technologies and even the use of

computer, which are crucial to the work of the office secretary.

Chukwumezie (2002) has deplored the idea of hiring outsiders as part-

time computer trainers, or sending secretarial students to other

departments to learn computer skills. The knowledge and skill of

secretarial students’ trainers must be urgently upgraded for their output to

be relevant (Aliata & Hawa, 2014).

Attributes of a Professional Secretary

Obayi (2009) posited that success in business requires ability to maintain

composure when things go wrong (like saying ‘no’ in a tactful manner just

to soothe the feelings of an irate customer, colleague or client), ability to

be considerate and tolerant of others even when they are annoying and

exhibit patience and resilience under extreme pressure. Supporting Obayi,

Egbokhare (2011) outlined attributes of a good secretary under two

classifications of business and personal. It has been said many times that

a secretary is an assistant who plays a supportive role to his manager or

39
boss or executive. Because of the new roles or responsibilities of the

traditional secretary, the modern secretary has such title or nomenclature

as office coordinator, executive assistant, office manager and

administrative professional.

Personal Attributes of a Secretary

Lauria (1972) highlighted the personal attributes of a secretary as

adaptability, level headedness, good observer, intuitiveness, flexibility,

tact, friendliness, accuracy, thoroughness, fore-thoughtfulness, initiative,

self-confidence, good listener, a good telephone personality and a good

appearance. Ezenwafor (2013) in supporting Lauria (1972) added that the

attributes of a secretary among others, were being smart, neat, helpful,

well informed or knowledgeable, courteous, polite and observant.

Business Attributes of a Secretary

Ezenwafor (2013) gave the business attributes of a secretary as secretarial

skills, organising skills, efficiency, reliability, responsibility, discretion,

initiative, tact, diplomacy, and punctuality. Also being resilience,

enthusiasm, adaptability and interest in business, among others.

40
Type of Secretary

According to Ezenwafor and Okeke (2012), secretarial staff consist of

staff of different nomenclatures and levels such as confidential/personal

secretaries, stenographers, typists and computer operators whose duties

revolve around different stages and functions undertaking in an office

information processing. Onifade (2010) affirmed that there are two major

categories of secretaries. We have the generalist and the specialist

secretaries. The generalist secretaries are those who can work in any

organization with some limitations when we talk of special or technical

terminologies and skills. The specialist secretaries are the legal, medical,

educational, bi-lingual, technological, and government secretaries.

Legal Secretary

Wilson (2008) identified the following peculiar characteristics of a legal

secretary:

 Must be an expert at time management, juggling many activities

and roles at the same time.

 Must possess psychological skills, dealing with many personalities.

41
  Must possess excellent judgment to make dozens of critical

decisions, and

 Must have talents as a travel agent, personal chopper, living

calendar, telephone directory, and mentor.

Medical Secretary

A medical secretary works with doctors or pharmacists in hospitals and

helps to provide necessary support services.

Bi-Lingual Secretary

A bi-lingual secretary works in foreign embassies and helps to translate

correspondence accordingly. Many typewriters have German, French and

English characters and only the trained secretary in foreign languages can

use them.

Educational and Technological Secretaries

These are secretaries who are very conversant with relevant terminologies

and provide necessary support services to their chief executives.

Administrative and Government Secretary

In the some developing and developed countries like the USA, they have

Secretary of State, the Secretary of the Interior or the Secretary of

42
Defense. In the United Kingdom they have Parliamentary Private

Secretary who is the chief assistant of a Secretary of State or minister of

the Crown. In Nigeria, we have Permanent Secretary who is the highest

civil servant and there is Secretary to the Federal or State government, as

well as the local government area.

Administrative Functions of Secretary

An administrative function of a secretary involves organizing and

controlling the organisational activities in order to achieve the objectives

of the organization, in this case the government at the administrative level.

It also includes supervision of junior staff and ensuring that schedules of

work are being accomplished, directives and assigned tasks completed

within the time span, and ensuring that all the materials needed for

performing any particular job are available at the right time. Ekwue

(2009) asserted that a secretary must perform a variety of secretarial and

office management duties, composes, types and files letters and inter-

office memos, receives calls and interviews persons calling in office and

makes referrals, prepares departmental records and disciplinary notices.

43
Performing any or all of the mentioned duties depicts that a secretary is

involved in an administrative function. Odiaua (2010) supported Ekwue

(2009) on these duties but also included some duties like maintaining files

and personal records, reviews, organises and maintains files, monitors

attendance including sick leave, annual leave and vacation leave, compiles

and records data for computer files, develops and implements new

departmental forms, recommends and implements changes in

correspondence sent to public. All these as pointed save time for the

executive/boss and makes job easier. For secretary to effectively perform

these duties, he must be conversant with the policy of the local council.

The secretary are multitasking and have both personnel and office role to

play in the local government council these input contribute to national

development without doubt.

The Personnel Role of Secretary in Local Council

Secretarial staff have been described as the key personnel concerned with

office information processing (Nwosu, 2000, Obayi, 2009, Ezenwafor &

Okeke 2011; 2012). The personnel roles of a secretary include

44
membership of interview or promotion panels for junior staff and

assigning job schedules to staff. It also involves receiving, sorting and

distributing mails within the organisation, composing replies to

correspondences on behalf of the executive, identifying and solving

routine and non-routine problems by applying professional skills and

techniques in order to develop the variety of ideas and modify situations

(Shuaibu, 2009). Secretary relieves his employer the task of determining

the organisational staff strength due to the fact that he controls skills

inventory, he does manpower forecasting (junior staff) and arrange for the

staff selection and assign job schedules. Bashar (2007) stated that skill

inventory by a secretary are the assessment of personnel currently within

the local government council by using skill inventory data card. This

determines the staff strengths or otherwise of the local government area.

On the other hand, he states that manpower forecasting by a secretary is

concerned with the determination of manpower needs of the local council.

The secretary through this process, estimates the number and types of

junior staff currently on the payroll within the council who will be

45
available in the future (that is taking note of retirement, possible death and

other opportunities in the environment); and determining the number of

staff that would be recruited externally.

A mail service in form of incoming and outgoing mails is another

important personnel role of a secretary. Ikelegbe and Miller (2011) opined

that secretary must be conversant with the rules of incoming

mails/correspondences, rules/procedures for outgoing mails and ability to

compose replies on behalf of their executive chairmen on any matter.

The Official Role of Secretary in Local Council

This office function saves the executive chairman/boss of local council

time and lifts the goodwill of the local government area. Secretary must be

skillful in written communications, as he will often be called upon to draft

and edit correspondence on behalf of the local government council to

outside local government area as well as internal members. The secretary

must therefore be fluent in the organizations jargons, and be familiar with

organizations communications style requirements

46
The Importance of the Secretary Local Government Area

First and foremost, the secretary is indispensable in the local government

area because he is a very versatile human being.

The above definition underscores the fact that inter-working relationship

between the secretary and the organizational executive must be excellent

for the organization to prosper and succeed.

The wide-ranging nature of the secretary’s duties, including, in many

cases, involvement in the senior management team and in a range of

formal and informal institutional decision-making arenas, means that

somewhere along the line, the problem of how to manage relationships,

and to balance potential conflicts generated by the different models

adopted for the secretary’s role, must arise (Llewellyn, 2009). For those

interviewees looking at this issue from the institutional angle, the senior

manager/secretary model was often considered to be a ‘unitary’ system,

where the roles of senior manager and secretary to the governing body

were combined in the same person. However, this simple classification

47
does not take account of the separation of responsibilities expected from

the holders of such posts.

Llewellyn (2009) pointed out that by turning the spotlight on the

secretary’s relationships with the executive and the governing body, it

may be more appropriate to regard such a structure as having a dual role.

The secretary plays a huge role in a whole number of ways. First of all he

tends to be responsible for the preparation of all the papers so if they come

forward in a sensible, well organised, proper executive summary. He is

the local government area’s image maker. He is the most important officer

to be seen first and last by visitors to the local government area. Onifade

(2010) gave the following reasons while the secretary so important and

indispensable in any organizational or government setting.

i. That the secretary is trained to manipulate the computer and

thus making it to function. This emphasizes was based on the

contemporary challenge of computer taking over secretarial

jobs, but it is obvious that the computer cannot and will not

48
 take over the job of the secretary rather it enhances the job of

the secretary.

ii. The secretary is trained to receive visitors in a manner that

neither the computer nor any other person can do.

iii. He knows how to keep secrets and confidential documents.

iv. He is the custodian of office information and correspondence.

v. He is in charge of the supplies of the organization.

vi. He possesses good communication skills and thus making

him good in human and public relations.

vii. He keeps a good imprest account.

viii. He ensures an efficient and effective office by being current

in records management and organizational ability.

ix. He organizes meetings making sure that preparation before

the meeting is faultless and activities during the meeting are

carried out properly and after the meeting, things are put in

order. He ensures accurate recording of minutes and prompt

dissemination of the minutes.

49
 x. He is the acceptable assistant of the chief executive if the

principal officers of local government, the chairman and his

vice are not available to perform their office functions. He

keeps his diary and constantly reminds him of his schedule.

xi. It is the secretary that other office workers look up to for

solving office problems and who can help them with required

information, since he is the chief administrative officer.

2.2.2 The Meaning of Local Government Area

Local government can be defined as the lowest unit of administration to

whose laws and regulation, the communities, who live in a defined

geographical area and with common social and political ties, are subject.

Local government is a subordinate government and mobilizes people for

socio-economic development. Local government is a subordinate of

central government It is a body corporate which can sue and can be sued.

It has legislative powers to make bye-laws and regulations, under the

power derived from the constitution. It provides the framework for

50
mobilizing and sustaining popular zeal and initiative in development.

Eneanya (2012) gave following reasons for establishing local government:

i. Local government provides the platform for people to conduct their

own affairs in line with local needs aspirations, resources and

customs which they alone understand better than any outside;

ii. Provides framework for mobilizing and sustaining popular zeal and

initiative in development;

iii. Serves as a hedge against over-concentration of power at the centre

which often leads to tyranny;

iv. It acts as a two-way channel of communication between the local

population and the central government.

v. It aggregates local interest and transmits these to the centre and also

keeps the local population informed about central government

policies and programmes;

vi. Local government serves as socio-economic laboratory for testing

new proposals for government organization and sund economic

policies; and

51
vii. Acts as training ground for leadership positions at the national level.

2.3 Theoretical Framework

This study adopted the Servant-leadership model which is incorporates the

ideals of empowerment, total quality, team building, and participatory

management, and the service ethic into a leadership philosophy. In the

word was introduced by the Greenleaf Center for Servant-Leadership.

This model of leadership emphasizes’ increased service to others; a

holistic approach to work; promoting a sense of community; and the

sharing of power in decision making (Page & Wong, 2005). Without a

doubt this epitomized the quality of a typical professional secretary.

Servant-leaders must be value- and character-driven people who are

performance and process oriented. A servant-leader may be defined as a

leader whose primary purpose for leading is to serve others by investing in

their development and well being for the benefit of accomplishing tasks

and goals.

Being just a service-oriented person, in the traditional notion of

servanthood, does not qualify one as a servant leader. Task-orientation is

52
concerned with how a leader does his or her work. This includes the tasks

and skills typically associated with management and leadership, such as

initiating, decision-making, visioning, and implementing. Most research

has identified people- and task-orientation as the two major dimensions of

leadership. Process-orientation deals with how the servant-leader impacts

organizational processes through modeling, team building, and open

decision-making. Servant-leaders “walk the talk” and are accountable for

what they do. They achieve institutional objectives by fostering a

community spirit, seeking the common good as a prime motivation, seeing

work as a partnership of service, and exercising good stewardship of

resources.

According to this theoretical framework, character is central to servant-

leadership. It is the fundamental attitude of servanthood that influences

how leaders work with followers and how they carry out the task of

leadership (Page & Wong, 2005). The secretary shows Servant-leadership

attitude toward the responsibilities of leadership. Servant-leadership

cannot prevail, however, unless there is a fundamental change in

53
organizational attitudes and behavior. In this new organizational structure,

the leader becomes the soft glue that holds the organization together as a

virtual community working together.

2.4 Empirical Studies

The contribution of secretarial services to businesses, organizations, and

government is immense. Several attempts have been made on the

challenges, contributions and role of the secretary profession. Igbinedion

(2010) described the secretary as distinct from other secretarial hands.

That arising from the general mistaken identity of the true secretary, he

work identifies the true office secretary as a secretarial graduate who is an

invaluable asset and assistant to top of business and organizations

executives without whose help, the executives cannot function optimally

in organizations. Llewellyn (2009) pointed out the bridging role between

the governing body and the institution played by the secretary in terms of

the management of governance and that of the head of council in policy-

making and strategy needs to be carefully considered and played out in

finer detail than a simple role description will allow. Abosede and

54
Akintola (2015) reported that all the functions performed by the secretary,

reveals that the role played in any organization cannot be undermined; and

this is why some people refer to secretaries as the nerve-centre of any

organization, the argument of course support the idea that secretary

immense to development our country. The contributions of secretary

cannot be seen when we imagine a country with secretary to state

government. The why the believed that secretaries are indispensable to

any successful organization, as well as blood nerve-centre local

government system. In support of this Azil (2013) submitted that the

secretary is a public relations expert, a staff assistant, the boss’s office

memory. The secretary is responsible for much of the detail work of the

office and is expected to carry out the duties with a minimum of

supervision and direction (Azil, 2013). This was also in line with James

(2013) assertion that the quality of secretaries available is a function of

reliable and acceptable reporting framework that will improve growth in

organizations. And this can only be achieved through an effective and

efficient human resource development structure. Aliata and Hawa (2014)

55
noted that though the secretary plays a very important role in the

efficiency of an organization, but the effectiveness of these functions

depends largely on the availability, the needed competencies and skills

acquired by the secretary.

Adebayo and Akinyele (2012) saw professional secretary a multi-talents

individual who can work with many different people in achieving set

goals for the government. As matter of fact, the secretary has the

responsibility to organize the work flow so that the employer will feel that

everything is under control, with all projects completed when needed.

Onifade (2010) argued that secretary is indispensable” he further

described the secretary as indispensable with specific and peculiar quality

like possesses good communication skills and thus making him good in

human and public relations.

2.5 Summary of Literature Review

Based on the various literature that have been reviewed, both conceptual

and theoretical it safe to submit that the role and contributions of a

secretary organizational growth cannot undermine. It is one single

56
employee of any organization that is most important and needed. No

matter the innovation or invention brought about by the computer, the

presence of the secretary (a human being) is needed for the computer to

function. The secretary is a subordinate and an assistant that is needed by

the chief executive for making telephone calls and receiving telephone

calls. It is wheel that turns the local government area turning forward. He

is the only person trained in the efficient and the effective management of

information, office correspondence and human resource for the benefit of

the organization and in attaining the organization’s objectives. The

secretary will always be required in the local government area office. The

importance, contribution and indispensability of the secretary in any

government, especially the local government cannot be overstressed

57
 CHAPTER THREE

RESEARCH METHODOLOGY

In this chapter, we shall be looking at the type of research design

used, the area of study, the population of the study, the sample and

sampling technique used, instrumentation, validation of instrument,

reliability of instrument, the method used in the collection of data and

lastly the method used in analyzing the data.

3.1 Research design

Research design is the plan and structure of an investigation to

obtain answers for research questions (Kerlinger, 1986). In defining

research design Nwana, (1981) stated that, research design is a term used

to describe a number of decision which need to be taken regarding the

collection of data before other data are been collected. The plan includes

the outline of overall programme from writing of the hypotheses and the

operational implication for the final analysis of data. According to

Cooper and Scindler (2003), the essentials of research design as an

activity-based and time-based plan; based on research question; guides the

58
selection of sources and information; a framework for specifying

relationships between the independent variables and dependent variable

and outlines the procedures for every research activity. Hence, the

research design adopted in this is descriptive survey method.

3.2 Area of the study

This study titled the role of a secretary in the Local Government Area for

National Development was carried out in Ekeremor Local Government

Area of Bayelsa State. It has educational institutions and industries where

the researcher can collect data needed for the study.

3.3 Population of the Study

The population of this study comprised all workers of Ekeremor LGA

in Bayelsa State, who are working the various departments under the local

government council. Target population is all the workers aged 18 years

and above, which is amount to 800 workers.

3.4 Sample and Sampling Technique

The sample size for this study is 80. Hence, 10% was used as the

sample size. A sample according to Nwabueke (1993) is the population of

59
the total population of the census to the studied. Purposive sampling

technique was used and the respondents were drawn from among in

Ekeremor LGA as shown in the Table Appendix 2:

3.5 Instrument for Data Collection

A self-structured questionnaire titled the Role of a Secretary in the

Local Government Area for National Development will be developed

by the researcher for data collection. The questionnaire consisted of two

(2) sections; Section A, consisted of demographic information of the

respondents; Section B, contain the research question designed for the

study.

3.6 Description of the Instrument

The questionnaire consists of two parts, part A and B. part A for

personal information or data about the respondent, e.g, name, marital

status, L.G.A, state, Nationality, qualification and so on. Part B contains

statement or questions and the respondents are expected to tick ( ) the

optional answer that they agree with the rating scale as follows:

60
S.A - Strongly Agree

A - Agree

D - Disagree

S.D - Strongly Disagree.

3.7 Validity of the Instrument

Copies of questionnaire which the researcher developed will be

submitted to my project supervisor and other experts in the area of

measurement and evaluation, to make some corrections, suggestions,

inclusion of others relevance questions or remove irrelevance question

from the research instrument. My supervisor reviewed the final

questionnaire submitted and confirmed the content to for validity.

3.8 Reliability of the Study

Reliability refers to the degree of consistency between two, or

among more measures of the same thing. A Cronbach Alpha was used to

determine the reliability of the instrument. Cronbach Alpha has an

important use as a measure of the reliability of a psychometric instrument.

It is a coefficient of consistency and measures how well a set of variables

61
or items measures a single, unidimensional latent construct. It will be used

to ascertain the reliability of the instrument by administering copies of 10

questionnaires will be distributed some workers in the Ekeremor who do

not work in local government area. A repeat administration was done after

two weeks. Then date will be correlated for reliability index. The data

collected will be analyzed using the Cronbach Alpha coefficient measure

reliability.

3.9 Administration of Instrument

The researcher personally administered the questionnaire to the

respondents with the assistance of few colleagues who were briefed on the

importance and content of the questionnaire. Questionnaires were

developed and administered to the respondents by researcher. A total of

80 questionnaires will be distributed among the respondents, for the

purpose of this research a letter was attached to the questionnaires

explaining the purpose of this research. The respondents were assured of

total anonymity.

62
3.10 Method of Data Analysis

In analyzing the data collected using questionnaire, the researcher

used descriptive sample, Likert scale, percentage, and chi–square were

used as statistical tools. Chi–square is a statistical tool that is used to

compare observed data with data we would expect to obtain according to a

specific hypothesis.

Chi – square is given as:

X² = Σ (O – E)²
E
Where X² = Chi – square
O = Observed frequency
E = Expected frequency
Σ = Summation of the frequency.

63
 CHAPTER FOUR

DATA PRESENTATION

This chapter presents the research questions from the data collected,

which were summarized, analyzed and interpreted, that is the outcome of

questionnaires were analyzed here. Thus, this chapter deals with the

following:

1. Research Question

2. Summary of the findings

A total of 80 questionnaires were administered as tabulated below, out of

which 72 were returned and 67 were correctly filled.

Table 4.1 Questionnaire distributed and collated for the study

Questionnaire
Number sent No returned No correctly Percentage of
out filled correctly filled
80 72 67 83.8%

From the analysis above, it is clear that a total of 80 questionnaires

were administered out of which 72 were successfully returned and 67

64
were correctly filled and valid for computation, which represents 83.8 %

of the total questionnaire distributed.

Table 4.2 Characteristics Distribution among the Respondents

Items Frequency Percentages
Are you from Ekeremor LGA
Yes 60 90
No 7 10
Sex
Male 19 28.4
Female 48 71.6
Age
18-25 Years 4 6.0
26-30 Years 21 31.3
31-40 Years 32 47.8
41 and Above Years 10 14.9
Educational Qualifications
FSLC 1 1.5
SSCE 11 16.4
OND/NCE OR its equivalent 23 34.3
HND/B.SC/B.A/L.LB 30 44.8
PH.D/ Higher 2 3.0
Professional Cert.
Marital Status
Married 40 59.7
Single 13 19.4
Divorced/separated 8 11.9
Widowed 6 9.0
How many year have you worked here
1-5 years 5 7.5
6-10 years 19 28.4
11-15 years 26 38.8

65
16-20 years 7 10.4
21 and above 10 14.9
Which department do you work
Accounting 5 7.5
Health 2 3.0
Administration 7 10.4
Education 8 11.9
Others 45 67.2

N=67

In Table 4.3 above, show the demographic distribution among the

respondents as tabulated above. Out the 67 respondents used for the study

60 respondents representing 90% were from Ekeremor LGA, where 7

respondents representing 10% were from other Local Government Areas

but however, worked in Ekeremor LGA. In the distribution of the Sex of

the respondents, 19 (28.4%) of the respondent were males, while 48

(71.6%) were females, making a total of 67 (100%) of respondents which

was used for the study. Hence, majority of the respondents were males.

The age distribution among the respondents shows that majority of

the respondents were age ranged 31-40 years 32 representing 47.3 %, 21

(31.3%) respondents, while those within 18-24 years were the least with 4

66
respondents representing 6.0%. Hence, majority of the respondents were

aged 31-40 years.

The educational qualification of the respondents used in the study

shows that majority of respondents have B.Sc or its equivalent with 30

(44.8%) respondents. The other educational qualifications are shown in

Table 4.3 above. Hence, majority of the respondents hold a B.Sc degree or

its equivalents.

The Marital status of the respondents also shows that majority of

the respondents are married with a frequency of 40 representing 59.7% of

the respondent. The other items are displayed in Table 4.3. above shows

the marital status of other respondents. Hence, majority of the respondents

admitted in the study are married.

Also included in Table 4.3 above the duration of works are

indicated, majority of respondents have worked for 11-15 years, closely

followed by those who have worked for 6-10 years. Other items are

documented are displayed the aforementioned Table 4.3 above.

67
 The various departments of respondents shows as follows;

accounting department 5 representing 7.5%, health department 2,

representing 3.0%, administration 7 represent 10.4%, education 8

representing 11.9%, while those classified as other have 45 representing

67.2 %.

SECTION B: RESEARCH QUESTION

Research Question 1: What are the roles of a secretary and their

contributions to national development in Ekeremor Local Government Area?

Table 4.3.The Roles of a Secretary and their Contributions to National

Development in Ekeremor Local Government Area

S/N Statements Responses Total X Remarks

SA A D SD =∑f
1 Administrative secretaries are the 15 48 4 0 67 3.1 Accepted
life wire of the local government 6
system (60) (144) (8) (0) (212)
2 Without administrative secretaries 12 45 8 2 67 3.0 Accepted
the local government system can 0
collapse (48) (135) (16) (2) (201)
3 The Secretary is multi-tasking and 17 67 3 0 67 3.2 Accepted
proactive, they handle provide high 1
level administrative support, (68) (141) (6) (0) (215)
arrange conferences; prepare a
corporate governance/policy
manual for Directors/ management
4 The Administrative Secretary plays 15 46 5 1 67 3.1 Accepted
a significant role and contributions 2
68
to the growth and development of (60) (138) (10) (1) (209)
the local government area
3.1 Accepted
Grand mean
2

Table 4.3 shows the means and grand means of responses in various

administrative sections and subsections in Ekeremor LGA, Bayelsa State

to the research question 1. This result is displayed in Table 4.3 above

which gives the raw data collated. This was done to avoid confusion in

numbering. A criterion of 2.5 was used to either accept or reject the grand

mean for all the research questions.

All the items were accepted in Table 4.3 above, and item 3 (The

Secretary is multi-tasking and proactive, they handle provide high level

administrative support, arrange conferences; prepare a corporate

governance/policy manual for Directors/ management), had the highest

grand mean of 3.21, followed by item 1 (Administrative secretaries are the

life wire of the local government system), which had 3.16, while item 2

and 4 both have grand means of 3.00 and 3.12 respectively.

69
 With a grand mean of 3.12, the results shows that secretary are

indeed meaningful to national development as the life wire of the local

government system as well as being multi-tasking and proactive, they

handle provide high level administrative support, by arranging

conferences; prepare a corporate governance/policy manual for directors/

management.

Research Question 2: What are the prospects of a secretary in a local

government area and other organizations at large?

Table 4.4.The Prospects of a Secretary in a Local Government Area and

other Organizations at Large
Responses Total= X Remarks
Statements
SA A D SD ∑f
5 Secretaries are highly sort for 12 44 10 1 67 3.00 Accepted
in government to businesses,
because they are irreplaceable, (48) (132) (20) (1) (201)
not even advancement of
technology can replace them
6 Modern office equipment 10 47 8 2 67 2.97 Rejected
make secretaries to have
access to, and are able to (40) (141) (16) (2) (199)
manipulate information, they
are becoming more powerful/
7 Due to the important position, 13 48 5 1 67 3.09 Accepted
the secretaries occupy in an
organization make her (52) (144) (10) (1) (207)
indispensable
8 Secretaries and administrative 12 42 10 3 67 2.94
assistants will have among the
70
largest number of job (48) (126) (20) (3) (197)
openings due to growth and
the need to replace workers
who transfer to other
occupations or leave this
occupation.
Grand mean 3.00 Accepted

All the items were accepted in Table 4.4 above, and item 7 (Due to

the important position, the secretaries occupy in an organization make her

indispensable), had the highest grand mean of 3.09, followed by item 5

(Secretaries are highly sort for in government to businesses, because they

are irreplaceable, not even advancement of technology can replace them),

which had 3.00, while item 6 and 8 both have grand means of 2.97 and

2.94 respectively. With a grand mean of 3.00, the results displayed above

shows that secretaries have potential prospects in the local government

area as well as other organizations, and co-operation.

Research Question 3: What are the various challenges and opportunities

of an administrative secretary in Ekeremor local government area?

71
 Table 4.5: The various challenges and opportunities of an administrative

secretary in Ekeremor local government area

Responses Total X Remarks

Statements
SA A D SD = ∑f
9 The reliance on technology 11 44 9 3 67 2.94 Rejected
continues to expand in offices,
secretaries are increasingly (44) (132) (18) (3) (197)
assuming responsibilities once
reserved for managerial and
professional staff
10 Good knowledge of secretarial 14 50 3 0 67 3.16 Rejected
duties and communication
skills, the occupational (56) (150) (6) (0) (212)
dynamics in the Public Sector
has greatly reduced the daily
use of shorthand skills, as
more managers are getting
involved in the word-
processing.
11 Secretaries, in today’s 17 48 2 0 67 3.22 Accepted
occupational setting, are doing
more professional work, thus (68) (144) (4) (0) (216)
they are involved in training,
supervision, information
management and research,
project management, and
public relations.
12 Secretaries nowadays cannot 15 46 5 1 67 3.19 Accepted
function effectively without
the use and expertise of (60) (138) (10) (1) (209)
modern technology such as
ICT
Grand mean 3.13 Accepted
72
 Table 4.5 above shows the mean and grand mean of responses with

regards to research question 3 which is focused on the various challenges

and opportunities of an administrative secretary in Ekeremor local

government area. From the Table 4.5 above all questions raised were

accepted. Item 11 (Secretaries, in today’s occupational setting, are doing

more professional work, thus they are involved in training, supervision,

information management and research, project management, and public

relations), had the highest grand mean of 3.22, closely followed by item

12 (Secretaries nowadays cannot function effectively without the use and

expertise of modern technology such as ICT) which has a grand mean of

3.19. Other details of the other accepted items are shown in Table 4.5

above.

Research Question 4: To what extent do local government council needs

an administrative secretary?

73
 Table 4.9: The extent to which local government council needs an

administrative secretary

Response Total X Remarks

Statements SA A D SD =∑f
13 I believe that for the local 18 46 3 0 67 3.22 Accepted
government council to function
effectively there is need for a
secretary (72) (138) (6) (0) (216)
14 No local government can 15 48 4 0 67 3.16 Rejected
function without an experience
administrative secretary (60) (144) (8) (0) (212)
15 The secretaries are overworked 15 50 2 0 67 3.19 Accepted
and underpaid in the local
government areas ; they do all
the work “behind the scene (60) (150) (4) (0) (214)
16 The secretary is the chief 17 47 3 0 67 3.21
administrative officer in the
local government, thus she
take charge when the boss is (68) (141) (6) (0) (215)
not available, therefore, she
needs to know as much or
more than her employer or
boss.
Grand mean 3.20 Accepted
SA - Strongly Agree, A – Agree, D – Disagree and SD – Strongly Disagree

Table 4.6 above shows the means and grand mean of responses with

regards to research question 4 which is focus on the extent to which local

government council needs an administrative secretary. All items were

74
accepted. Item 13 (I believe that for the local government council to

function effectively there is need for a secretary), has the highest mean of

3.22, closely followed by item 16 (The secretary is the chief

administrative officer in the local government, thus she take charge when

the boss is not available, therefore, she needs to know as much or more

than her employer or boss). Details of other items accepted are shown in

Table 4.6 above.

4.3 TESTING OF HYPOTHESES

1. H0: There is no significant relationship between role of secretary
and National development
Hypothesis I
Table 4.3.1: Chi-Square table computing the relationship between role of
secretary and National development

S/N Items O E O-E O-E2 O-E2/E

1 SA 15 16.75 -1.75 3.06 0.182
2 A 46 16.75 29.5 870.25 51.96
3 D 5 16.75 -11.75 138.06 8.24
4 SD 1 16.75 -15.75 248.06 14.81
Total 67 75.19
X² calculated = 75.19

75
Level of significance = 0.05

Degree of freedom = n-1 = (r-1) (c-1)

= (4-1) (2-1) = 3

X² = 7.82 at 1 degree of freedom (0.05) level of significance.

Table 4.3.1 above contained the chi computation for the testing of the

research hypothesis. The results revealed that x² calculated values 75.19 is

greater than critical table value 7.82 required for 0.05 of significance for

one degree. Based on the above analysis, the researcher rejects null

hypothesis (Ho), and therefore accepts the alternative hypothesis (Ha)

which states there is positive and significant relationship between role of

secretary and National development.

76
Hypothesis II
1. H0: Administrative secretary are not necessary in a local

government area

Table 4.3.2: Chi-Square table computing on whether administrative

secretary are not necessary in a local government area

S/N Items O E O-E O-E2 O-E2/E

1 SA 15 16. 75 -1.75 3.06 0.182
2 A 48 16.75 31.25 976.56 58.30
3 D 4 16.75 -12.75 162.56 9.71
4 SD 0 16.75 -16.75 280.56 16.75
Total 78 84.94
X² calculated = 84.94

Level of significance = 0.05

Degree of freedom = n-1 = (r-1) (c-1)= (4-1) (2-1) = 3

X² = 7.82 at 1 degree of freedom (0.05) level of significance.

Table 4.3.2 above contained the chi computation for the testing of the

research hypothesis. The results revealed that x² calculated values 84.94 is

greater than critical table value 7.82 required for 0.05 of significance for

one degree. Based on the above analysis, the researcher rejects null

hypothesis (Ho), and therefore accepts the alternative hypothesis (Ha)

77
which states human relations contributes to organization overall success

and performance.

Discussion of Findings

Based on the results obtained from the respondents regarding the research

question one; what are the roles of a secretary and their contributions to

national development in Ekeremor local government area. The data in Table

4.3 shows that all the items got positive responses from the respondents. The

grand mean of 3.12 confirmed that administrative secretaries are the life wire

of the local government attracted the highest mean score of 3.16 and was

identified as the most important role of secretaries in the local government

area. This is in agreement with, Ekwue (2009) who explained that a secretary

must perform a variety of secretarial and office management duties,

composes, types and files letters and inter-office memos, receive calls and

interviews persons calling in office and makes referrals, prepares

departmental records and disciplinary notices. Secretarial staff have been

described as the key personnel concerned with office information processing

(Nwosu, 2000, Obayi, 2009, Ezenwafor and Okeke 2011; 2012). Llewellyn
78
(2009) pointed out that by turning the spotlight on the secretary’s relationship

with the executive and the governing body, it may be appropriate to regard

such a structure as having a dual role. The secretary plays a high role in a

whole number of ways. First of all he tends to be responsible for the

preparation of all the papers, so they come forward in a sensible, well

organized, proper executive summary. The personnel roles of a secretary

include membership of interview or promotion panels for junior staff and

assigning job schedules to staff. It also involves receiving, sorting and

distributing mails within the organization, composing replies to

correspondences on behalf of the executive, identifying and solving routine

and non-routine problems by applying professional skills and techniques in

order to develop the variety of ideas and modify situations (Shuaibu, 2009).

Hence, this study confirmed that the secretaries are important in the local

government area and the nation as a whole.

The second research question; what are the prospects of a secretary in a

local government area and other organizations at large. This also got positive

responses from all the respondents. A grand mean of 3.00 confirmed this and

79
from the results it was reveal that due to the important position the secretaries

occupy in an organization makes her indispensable attracted the highest mean

score of 3.09 and was identified as the most important prospect of the

secretary in local government settings. Onifade (2010) supported this

assertion when he stressed that the following reasons are why the secretary is

so important and indispensable in any organization or government setting.

i. That the secretary is trained to manipulate the computer and thus

making it function. This emphasis was based on the contemporary

challenge of computer taking over secretarial jobs, but it is obvious

that the computer can not and will not take over the job of the

secretary rather it enhances the job of the secretary.

ii. The secretary is trained to receive visitors in a manner that neither

the computer nor any other person can do.

iii. He knows how to keep secrets and confidential documents.

iv. He is the custodian of office information and correspondences.

v. He is in charge of the supplies of the organization.

80
 vi. He possesses good communication skills and thus making him good

in human and public relations.

vii. He keeps a good impress account.

viii. He ensures an efficient and effective office by being current in

records management and organizational ability (Onifade, 2010).

These among others make the secretary to have more prospects and

relevance in the organizational settings. Secretaries now have many

technologically advanced office gadgets to ease their jobs and enhance

proficiency and productivity leading to improved access to goods and

services globally (Akpomi, 2003; Anyakoha, 2002; Wofersohn, 2001). An

automated office, undoubtedly, offers new roles and responsibilities for the

secretary. Such new roles presuppose that additional training and

qualifications are required from the secretaries. The relevance of automation

in business was identified by Aromolaran (2003) as follows:

i. Creating a distinct career path for the secretary.

ii. Automation creates a prominent place for the secretary on the

organization chart.
81
 iii. It creates routine and assigned roles for the secretary.

iv. With automation the secretary now spends less time in correcting,

revising, proof-reading and reproducing documents.

The third research question tends to address the various challenges and

opportunities of an administrative secretary in Ekeremor local government

area. The results obtained from the respondents show that all the items got

positive responses from the respondents. A grand mean of 3.20 confirmed

this and also that for the local government council to function effectively

there is need for a secretary attracted the highest mean score of 3.06 and was

identified as the most important factor of the secretaries in local government

area.

The research question provides the answers to the extent to which local

government council needs a secretary. This implies that the secretary is

highly needed in local government as their role is irreplaceable. Many

scholars and researchers have stressed this in their studies (Ugiagbe, 2002;

Boladele, 2002; Edwin, 2008; Ahukannah and Ekelegbe, 2008; Onifade,

2010 and Iro, 2013). Hence, this is confirmed in the words of Azil (2003)
82
saying the secretary is a public relations expert, a staff assistant, the boss’s

office memory.

83
 CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATIONS

This chapter deals with summary of findings, conclusion,

implications of the findings, recommendations, limitation of the study and

suggestions for further research.

5.1 Summary of Findings

This research work took appraisal on the role of a secretary in

Ekeremor Local Government Area and its contributions to national

development. The study was divided into five chapters; chapter one deals

with the background, statement purpose of the study, significance and the

scope of the study. The background of the study highlighted the definition

of a secretary and its role in the local government setting and how it adds

to national development. Chapter two which was title review of related

literature dealt with the conceptual and theoretical frameworks. Also it

gave a brief historical development of secretarial studies in Nigeria. The

importance local government area as a unit for grassroot development

underscored. Importance and relevance literature from previous and

84
related works were reviewed. This research work adopted the Servant-

leadership model as it theoretical framework which is incorporates the

ideals of empowerment, total quality, team building, and participatory

management, and the service ethic into a leadership philosophy. The

model was developed by the Greenleaf Center for Servant-Leadership.

This model of leadership emphasizes’ increased service to others; a

holistic approach to work; promoting a sense of community; and the

sharing of power in decision making (Page & Wong, 2005). It ended with

a brief summary literature review. The chapter three streamlined the

research design used for the study, the population of the study, the study

area, the sample and sampling techniques, the research instrument, the

reliability of the instrument, and the validity of instrument. It ended with

the description of the statistical tool that study used for analyzing its data.

The chapter four dealt with the data presentation, analysis and discussion

of findings, as well as the testing of the hypotheses raised in this study.

Finally, chapter five gave a recap of the study, highlight the findings, draw

85
a conclusion, pinpoint the implications of the findings, make relevance

recommendations, and make suggestions for further studies.

5.2 Findings

1. The study affirms that roles of a Secretary and their Contributions to

national development in Ekeremor Local Government Area in

evitable.

2. Also the study outlines various prospects and value of a Secretary in

a Local Government system, as well as other Organizations.

3. The result affirms that to some extent that are various challenges and

opportunities of an administrative secretary in Local Government

Area systems, and other co-operation.

4. The study also submits that to a greater extent local government

council needs an administrative secretary. The study affirmed that

administration secretary is graduate secretary who is a core

profession. This because they helped enrich and widen the scope and

practices of the secretarial profession in terms of speed, quality,

accuracy and variety.

86
5.3 Conclusion

Based on the findings of this study the role and contributions of a

secretary organizational growth especially in the local government

settings cannot be underscored. The study stressed that no matter the

innovation or invention brought in by modernization or the breakthrough

in computers, the presence of the secretary is inevitable. Hence, the job of

secretary is superb, unique and demanding. It is wheel that turns the local

government area forward and rolling forward. Secretaries are indeed

people trained efficiently to effectively manage information, office

correspondence and human resource for the benefit of the organization

and in attaining the organization’s objectives. The secretary will always

be required in the local government area office. Finally, the importance,

contribution and indispensability of the secretary in any government is

indeed irreplaceable.

87
5.4 Implication of the Findings

The findings of this study confirm and affirm that secretaries are

important tool for national development through their dedication in

grassroot development in the local government setting. Every secretary

should be dedicated, committed hardworking for personal and collective

growth. This study implies that a good secretary is indispensable and is

someone that has good communicative skills and better in human relations

which includes a desire to understand others, their needs and weaknesses

and their talents and abilities. Thus, the development of local government

areas revolved around the dedicated, hardworking and discipline

secretary. Although human relation skills need to be addressed in

secretary and other workers in organization but essential among others is

the need to train and retrain secretary to meet the challenges pose by

technological advancement and modernization.

88
5.5 Recommendations

In view of the importance of human relations in secretarial job

performance an organization and based on the discussion of findings of

this study it is imperative to make the following recommendations:

1. That because of the ever changing technology in offices, modern

secretaries/office managers need to be more concerned with

updating their skills, knowledge of the organization, modern

equipment, modern office technology, personnel psychology and

acquiring more useful experiences through trainings,

conferences, intimating themselves with the global office world

through the internet and so on.

2. Private business organizations should procure as many modern

office technological gadgets as are available in the market to

enable secretaries increase their productivity.

3. Secretaries should be given the opportunity and chance to

perform/carry out other administrative functions.

89
5.6 Suggestions for Further Research

Based on the findings made during the study, the following

suggestions are made for further studies:

1. Appraisal of office functions of office technology and

management graduates by employers in the other south-south

zone of Nigeria.

2. Appraisal of the funds for effective training of office technology

and management, secretarial students in Nigeria.

3. An investigation into other various roles of intrinsic motivation

on secretarial job performance in organizations

4. A comparative study of role of secretary as a driving force for

organizational success and overall productivity.

5. A study on factors militating secretaries in performing their job

effectively and the various solutions to enhance their

performance.

90
6. A comparative study of the role of Information Technology and

Communication on enhance secretarial input in organizational

settings.

91
 REFERENCES

Abosede C.S. and Akintola, A.O (2015). Information and Communication

Technology Facilities’ Utilization and Job Performance of
Secretaries in Public and Private Universities in Ogun State.
International Journal of Managerial studies and Research, Vol.3, (3)
PP: 44-52.

Akpomi, M.E. (2003). Effects of Modern Office Technology as perceived

by Secretaries. Bus. Edu. J.4 (1): 147-155. Ahukannah, L.I and
Ekelegbe, S. (2008). Applied Office Administrative Procedures and
Business Communication. Onitsha: African First Publishers.

Ahukannah, L.I, and Chukwumezie, F.U. (2008). Office Careers

Development. Owerri; Polytechnic Publishers.

Aromolaran EA (2003). An Evaluation of the Continuous Relevance of

Secretaries in the Automated Office. Bus. Edu. J.4 (1): 63-70.

Awa, E.O. (2006). The Theory of Local Government In the Substance of

Local Government Administration in Nigeria: Theory and Practice,
AkpanimNteKimEkpe (ed.). Lagos: Asbot.

Basher, Y. (2007). The Contributions of Secretaries towards the

Achievement of Organizational goal. Bichi Journal of Business
Education, 3 (2), 60-71.

Boladele, Y. (2002). Secretarial Efficiency in a Automated Office. Journal

of the school Vocational and Technical Education Journal 3 (6)
October, PP, 24-36.

Chukwumezie, F.U (2002). The Internet Competencies Required of

Secretaries in a Technological Enviroment, Business Education
Journal 3 (6) October, PP. 24-36.

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Edwin AE (2008). Self-employment: An option for professional
secretaries in Nigeria. J. contemporary Bus. Edu. Res. (JOCBER)1
(1); 25-30.

Egbokhare, F.O (2011). Challenges of Secretarial administration in a

Globalized world. The Professional secretary. Journal of the
University Secretarial Staff Association (USSA)2(2)1-5.

Ekwue, G. (2009). The impact of Secretaries in Improving the quality of

Services rendered by his Organization. Namoda journal of
Management Science, 1 (2) 28-35.

Eneanya, A.N. (2012). Local Government Administration: A Comparative

Perspective. Lagos: University of Lagos Press.

Ezenwafor, J.I. (2013). Enhancing the Relevance of Secretarial Staff in

the University System, Journal of Emerging Trends in Educational
Research and Policy Studies (JETERAPS)4(3): 424-432.

Ezenwafor, J.I. and Okeke, A.U (2011) Skills needed by Confidential

Secretaries for effective Performance as Perceived by top Civil
Servants. African Journal of Interdisciplinary Studies 4 (1), 15-22.

93
94
 APPENDIX
Department of Office Technology
and Management,
Faculty of Business Studies,
Delta State Polytechnic, Ozoro
October, 2015

Dear respondents,
I am an undergraduate student of the above mentioned institution. I
am carrying out a research on the “role of Secretary in the Local
Government Area for National Development”.
This study is not aimed at highlighting the contributions of
secretary as chief administrative officer in local government council and
his role for national development. Please feel free to answer the questions
in the questionnaire and rest assured that the information you give will be
handled with strict confidentiality. Your forthright response will go a long
way in bringing the true situation as regard this study.

Yours faithfully
Osi Kemebradikumo Godshelp.

QUESTIONNAIRE
95
 THE ROLE OF SECRETARY IN THE LOCAL GOVERNMENT
AREA FOR NATIONAL DEVELOPMENT (ROSLGAND)

Please, kindly complete the following section by ticking (√) in the

appropriate box you have chosen as a response to the statements below:

Section A: Demographic Data of Respondents

1. Are you from Ekeremor Local Government Area? Yes ( ) No ( )

2. Your sex is: (a) Male ( ) (b) Female ( )

3. Your age is: (a) 18 -25years ( ) (b) 26-30 ( )

(c) 31-40years ( ) (d) 41years and above ( )

4. Your educational qualification is:

(a) First School Leaving Certificate (F.S.L.C) ( )

(b) Secondary School Examination Certificate (SSCE) ( )

(c) OND/ NCE or its equivalent ( )

(d) HND/B.Sc/B.Ed/B.A ( )

5. Your marital status is: (a) Married ( ) (b) Single ( )

(c) Divorced ( ) (d) Widowed ( )

6. How many years have you worked here? (a) 1-5 year ( ) (b) 6-10

years ( ) (c) 11-15 years ( ) (d) 16-20 years ( ) 21 and above ( )

96
 7. Which department do you work? (a) Accounting ( ) (b) Health ( )

(c) Administration ( ) (d) Education (e) others ( )

Section B: Research Question

Research Question 1: What are the roles of a secretary and their
contributions to national development in Ekeremor local government area?
S/N Statements SA A D SD
1 Administrative secretaries are the life wire of the local ( ) ( ) ( ) ( )
government system
2 Without administrative secretaries the local government ( ) ( ) ( ) ( )
system can collapse
3 The Secretary is multi-tasking and proactive, they ( ) ( ) ( ) ( )
handle provide high level administrative support,
arrange conferences; prepare a corporate
governance/policy manual for Directors/ management
4 The Administrative Secretary plays a significant role ( ) ( ) ( ) ( )
and contributions to the growth and development of the
local government area

Research Question 2: What are the prospects of a secretary in a local

government area and other organizations at large?
S/N Statements SA A D SD
5 Secretaries are highly sort for in government to ( ) ( ) ( ) ( )
businesses, because they are irreplaceable, not even
advancement of technology can replace them
6 Modern office equipment make secretaries to have ( ) ( ) ( ) ( )
access to, and are able to manipulate information, they
are becoming more powerful/
7 Due to the important position, the secretaries occupy in ( ) ( ) ( ) ( )

97
 an organization make her indispensable
8 Secretaries and administrative assistants will have ( ) ( ) ( ) ( )
among the largest number of job openings due to
growth and the need to replace workers who transfer to
other occupations or leave this occupation.

Research Question 3: What are the various challenges and opportunities of

an administrative secretary in Ekeremor local government area?
S/N Statements SA A D SD
9 The reliance on technology continues to expand in ( ) ( ) ( ) ( )
offices, secretaries are increasingly assuming
responsibilities once reserved for managerial and
professional staff
10 Good knowledge of secretarial duties and ( ) ( ) ( ) ( )
communication skills, the occupational dynamics in
the Public Sector has greatly reduced the daily use of
shorthand skills, as more managers are getting
involved in the word-processing.
11. Secretaries, in today’s occupational setting, are doing ( ) ( ) ( ) ( )
more professional work, thus they are involved in
training, supervision, information management and
research, project management, and public relations.
12 Secretaries nowadays cannot function effectively ( ) ( ) ( ) ( )
without the use and expertise of modern technology
such as ICT

Research Question 4: To what extent do local government council needs

an administrative secretary?

98
S/N Statements SA A D SD
13 I believe that for the local government council to ( ) ( ) ( ) ( )
function effectively there is need for a secretary
14 No local government can function without an ( ) ( ) ( ) ( )
experience administrative secretary
15 The secretaries are overworked and underpaid in the ( ) ( ) ( ) ( )
local government areas ; they do all the work “behind
the scene
16 The secretary is the chief administrative officer in the ( ) ( ) ( ) ( )
local government, thus she take charge when the boss
is not available, therefore, she needs to know as much
or more than her employer or boss.
SA - Strongly Agree, A – Agree, D – Disagree and SD – Strongly Disagree

99