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Become An Administrative Aide

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Working As An Administrative Aide

  • Interacting With Computers
  • Getting Information
  • Performing Administrative Activities
  • Communicating with Supervisors, Peers, or Subordinates
  • Establishing and Maintaining Interpersonal Relationships
  • Mostly Sitting

  • Repetitive

  • $31,000

    Average Salary

What Does An Administrative Aide Do

Secretaries and administrative assistants perform routine clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

Duties

Secretaries and administrative assistants typically do the following:

  • Answer telephones and take messages or transfer calls
  • Schedule appointments and update event calendars
  • Arrange staff meetings
  • Handle incoming and outgoing mail and faxes
  • Prepare memos, invoices, or other reports
  • Edit documents
  • Maintain databases and filing systems, whether electronic or paper
  • Perform basic bookkeeping

Secretaries and administrative assistants perform a variety of clerical and administrative duties that are necessary to run an organization efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate libraries. Secretaries and administrative assistants also use videoconferencing, fax, and other office equipment. Specific job duties vary by experience, job title, and specialty.

Executive secretaries and executive administrative assistants provide high-level administrative support for an office and for top executives of an organization. They often handle more complex responsibilities, such as reviewing incoming documents, conducting research, and preparing reports. Some also supervise clerical staff.

Legal secretaries perform work requiring knowledge of legal terminology and procedures. They prepare legal documents, such as summonses, complaints, motions, and subpoenas under the supervision of an attorney or a paralegal. They also review legal journals and help with legal research—for example, by verifying quotes and citations in legal briefs.

Medical secretaries transcribe dictation and prepare reports or articles for physicians or medical scientists. They also take simple medical histories of patients, arrange for patients to be hospitalized, or process insurance payments. Medical secretaries need to be familiar with medical terminology and codes, medical records, and hospital or laboratory procedures.

Secretaries and administrative assistants, except legal, medical, and executive is the largest subcategory of secretaries and administrative assistants. They handle an office’s administrative activities in almost every sector of the economy, including schools, government, and private corporations. For example, secretaries in schools are often responsible for handling most of the communications among parents, students, the community, teachers, and school administrators. They schedule appointments, receive visitors, and keep track of students’ records.

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How To Become An Administrative Aide

High school graduates who have experience using computer software applications, such as word processing and spreadsheets, usually qualify for entry-level positions. Although most secretaries learn their job in several weeks, many legal and medical secretaries require additional training to learn industry-specific terminology. Executive secretaries usually need several years of related work experience.

Education

High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Some medical and legal secretaries learn industry-specific terminology and practices by attending courses offered at community colleges or technical schools. For executive secretary positions, employers increasingly prefer to hire those who have taken some college courses or have a bachelor’s degree.

Training

Secretaries and administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries can gain experience by working in administrative positions that have less challenging responsibilities. Many secretaries and administrative assistants advance to higher level administrative positions.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Legal secretaries have several certification options. For example, those with 1 year of general office experience, or who have completed an approved training course, can acquire the Accredited Legal Professional (ALP) certification through a testing process administered by NALS (previously known as National Association of Legal Secretaries). NALS also offers the Professional Legal Secretary (PLS) certification, considered to be an advanced certification for legal support professionals.

The Certified Legal Secretary Specialist (CLSS) certification is conferred by Legal Secretaries International in areas such as intellectual property, criminal law, civil litigation, probate, and business law. Candidates typically need to have 5 years of legal experience and pass an examination to become certified.

Advancement

Secretaries and administrative assistants generally advance to other administrative positions with more responsibilities, such as office supervisor, office manager, or executive secretary.

With additional training, many legal secretaries become paralegals or legal assistants.

Important Qualities

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

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Administrative Aide Career Paths

Administrative Aide
Executive Assistant Office Manager Human Resources Manager
Director Of Human Resources
10 Yearsyrs
Executive Assistant Office Manager Accounting Manager
Controller
9 Yearsyrs
Executive Assistant Office Manager
Accounting Manager
7 Yearsyrs
Program Assistant Program Coordinator Consultant
Office Manager
5 Yearsyrs
Program Assistant Program Coordinator Team Leader
Assistant Vice President
7 Yearsyrs
Program Assistant Program Coordinator Project Coordinator
Senior Administrative Assistant
7 Yearsyrs
Certified Nursing Assistant Team Leader Assistant Manager
Assistant General Manager
5 Yearsyrs
Certified Nursing Assistant Team Leader Operations Manager
Site Manager
7 Yearsyrs
Certified Nursing Assistant Lead Teacher Assistant Manager
Communications Manager
6 Yearsyrs
Legal Secretary Manager Account Manager
Client Services Manager
7 Yearsyrs
Legal Secretary Manager Property Manager
Communications Director
6 Yearsyrs
Legal Secretary Owner Director
Administrative Director
8 Yearsyrs
Specialist Accountant
Accountant And Office Manager
6 Yearsyrs
Specialist Accountant Accounts Payable Supervisor
Accounts Payable Manager
7 Yearsyrs
Specialist Project Coordinator Senior Administrative Assistant
Executive Assistant To Chief Executive Officer
6 Yearsyrs
Instructor Administrator
Business Office Manager
7 Yearsyrs
Instructor Project Coordinator Administrator
Administrative Manager
6 Yearsyrs
Instructor Administrator Business Office Manager
Accounts Receivable Manager
6 Yearsyrs
Executive Secretary Assistant To Executive Vice President Human Resources Generalist
Office Manager Of Human Resources
6 Yearsyrs
Executive Secretary Assistant To Executive Vice President Senior Administrative Assistant
Administrative Supervisor
5 Yearsyrs
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Average Length of Employment
Top Careers Before Administrative Aide
Cashier 7.4%
Internship 7.0%
Secretary 6.4%
Clerk 4.0%
Volunteer 2.5%
Assistant 2.4%
Manager 2.1%
Aide 2.0%
Top Careers After Administrative Aide
Cashier 7.0%
Internship 5.1%
Volunteer 3.6%
Secretary 2.7%
Clerk 2.6%
Assistant 2.3%
Teacher 2.2%
Manager 1.9%

Do you work as an Administrative Aide?

Highest Administrative Aide Salaries

Job Title Company Location Start Date Salary
Administrative Aide FRC Realty, Inc. Chicago, IL Oct 20, 2015 $49,878
Office Administrative Aide Berkeley Springs Manor Berkeley, CA Dec 16, 2009 $38,860
Administrative Aide Suzanne McDevitt PA Jul 24, 2008 $35,479
Office Administrative Aide Angels Garden Home Gardena, CA Nov 12, 2009 $33,768
Administrative Aide KIKU of Central Florida, Inc. Altamonte Springs, FL May 14, 2010 $30,992

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Top Skills for An Administrative Aide

  1. Database
  2. Personnel Files
  3. Data Entry
You can check out examples of real life uses of top skills on resumes here:
  • Manage various databases to ensure member information is accurate and organized.
  • Result: Better maintenance of official personnel files and updating of relevant documents in preparation for electronic official personnel files.
  • Organized files; followed established procedures to process documents; scanned/copied documents for electronic storage, data entry.
  • Order office supplies, miscellaneous Center supplies and equipment as needed along with following up on equipment repairs and maintenance.
  • Maintain records, client confidentiality and excellent customer service.

Administrative Aide Resume Examples And Tips

The average resume reviewer spends between 5 to 7 seconds looking at a single resume, which leaves the average job applier with roughly six seconds to make a killer first impression. Thanks to this, a single typo or error on your resume can disqualify you right out of the gate. At Zippia, we went through over 4,570 Administrative Aide resumes and compiled some information about how best to optimize them. Here are some suggestions based on what we found, divided by the individual sections of the resume itself.

Learn How To Create A Top Notch Administrative Aide Resume

View Resume Examples

Administrative Aide Demographics

Gender

Female

67.6%

Male

19.7%

Unknown

12.7%
Ethnicity

White

56.9%

Hispanic or Latino

18.6%

Black or African American

13.5%

Asian

7.1%

Unknown

3.8%
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Foreign Languages Spoken

Spanish

65.8%

French

8.7%

Portuguese

4.8%

Mandarin

2.6%

Chinese

2.6%

Japanese

2.2%

Italian

1.7%

Korean

1.3%

Filipino

1.3%

Greek

1.3%

German

1.3%

Arabic

1.3%

Somali

0.9%

Hindi

0.9%

Indonesian

0.9%

Cantonese

0.9%

Swedish

0.4%

Vietnamese

0.4%

Dutch

0.4%

Danish

0.4%
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Administrative Aide Education

Schools

University of Maine

14.5%

New York University

13.0%

University of Phoenix

11.3%

Montgomery College

6.8%

Strayer University

5.2%

College of New Rochelle

5.0%

Tulane University

5.0%

University of Maryland - University College

4.7%

Ashford University

4.2%

Prince George's Community College

3.7%

Monroe College

3.2%

Northwestern University

3.0%

Houston Community College

2.8%

San Diego State University

2.7%

Liberty University

2.7%

Virginia Commonwealth University

2.5%

Howard University

2.5%

University of the District of Columbia

2.5%

Miami Dade College

2.5%

Anne Arundel Community College

2.5%
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Majors

Business

30.4%

Psychology

6.7%

Accounting

6.0%

Criminal Justice

5.5%

Health Care Administration

5.5%

Liberal Arts

4.6%

Political Science

4.3%

Communication

3.6%

English

3.4%

General Studies

3.3%

Management

3.3%

Nursing

2.8%

Legal Support Services

2.8%

Medical Assisting Services

2.8%

Human Resources Management

2.8%

Public Administration

2.7%

Computer Science

2.6%

Sociology

2.5%

Education

2.3%

Marketing

2.0%
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Degrees

Bachelors

40.8%

Other

23.0%

Masters

14.8%

Associate

11.7%

Certificate

6.3%

Diploma

1.9%

Doctorate

1.2%

License

0.3%
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