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Administrative aide skills for your resume and career

Updated January 8, 2025

5 min read

Quoted experts

Dr. Mike Peterson Ph.D.,

Brian Lai Ph.D.

Below we've compiled a list of the most critical administrative aide skills. We ranked the top skills for administrative aides based on the percentage of resumes they appeared on. For example, 15.1% of administrative aide resumes contained customer service as a skill. Continue reading to find out what skills an administrative aide needs to be successful in the workplace.

15 administrative aide skills for your resume and career

1. Customer Service

Customer service is the process of offering assistance to all the current and potential customers -- answering questions, fixing problems, and providing excellent service. The main goal of customer service is to build a strong relationship with the customers so that they keep coming back for more business.

Here's how administrative aides use customer service:

Provided quality customer service to consultants and central administrative regarding purchasing and procurement processes.
Interact with residents while providing professional customer service pertaining to various inquiries.

2. Word Processing

Here's how administrative aides use word processing:

Perform general word processing, spreadsheet and data entry duties utilizing intermediate-level functions.
Performed extensive word processing, database administration, reporting and filing.

3. Proofreading

Here's how administrative aides use proofreading:

Processed appropriate forms by reviewing, proofreading for errors and inserting appropriate information.
Supported engineering department by proofreading written proposals and delivering plans to clients.

4. Data Entry

Data entry means entering data into a company's system with the help of a keyboard. A person responsible for entering data may also be asked to verify the authenticity of the data being entered. A person doing data entry must pay great attention to tiny details.

Here's how administrative aides use data entry:

Perform data entry of student and alumni information, prepared mailings and other related administrative tasks as required.
Organized files; followed established procedures to process documents; scanned/copied documents for electronic storage, data entry.

5. Clerical Support

Clerical support performs activities that must be done in every workplace in order to support the company going forward. These duties, which come within the category of clerical support, are typically delegated to entry-level employees since they are simple and easy to learn. Even though clerical duties like printing and filing are easy, they require time and in many instances, other workers are preoccupied with other activities and unable to keep up with all that needs to be accomplished. As a result, many businesses employ clerical support staff who are solely responsible for these duties.

Here's how administrative aides use clerical support:

Provided clerical support by maintaining records, reconciling accounts, insurance billing, preparation and distribution of correspondence and meeting material.
Deliver quality administrative and clerical support ensuring confidentiality within a police station environment, in accordance to organizational policies and procedures.

6. Database Management

Here's how administrative aides use database management:

Worked directly under lead web developer in database management and customer relations.
Utilized customized Access software for database management.

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7. Payroll

Payroll is the sum of all the compensation that an organization has to pay to employees at a specified time. Payroll is managed by the finance or HR department while small business owners may handle it themselves. Payroll isn't fixed as it varies every month due to sick leaves, overtime, etc.

Here's how administrative aides use payroll:

Prepared payroll for department and updated medical staff credentials for Human Resource Department.
Administered graduate/undergraduate student payroll, reimbursement, travel, and audits.

8. Office Equipment

Here's how administrative aides use office equipment:

Performed administrative activities such as answering telephones, sorting mail, operating photocopier and other office equipment.
Utilized computer/data point and/or other automated office equipment in order to perform my job more efficiently.

9. Front Desk

Here's how administrative aides use front desk:

Served as back up staff for division's front desk by receiving incoming calls, and greeting visitors.
Performed administrative duties including calendaring, taking meeting minutes, and managing the front desk and lobby area.

10. PowerPoint

Here's how administrative aides use powerpoint:

Create high-quality presentations utilizing PowerPoint and complex reports using Excel.
Modified vital statistics and morbidity reports in the health clinic ADDITIONAL SKILLS Computer: Microsoft Word, Excel, PowerPoint

11. Administrative Tasks

Here's how administrative aides use administrative tasks:

Perform clerical administrative tasks of moderate difficulty involving the handling of confidential information entered into an on-line database system.
Assisted graduate students and faculty with various administrative tasks including course enrollment and scheduling.

12. Financial Aid

Financial aid refers to cash released to an educational institution to help a student pay the school fee. The issuance of financial aid, whether scholarships, grants, or loans, aims to make access to education affordable to all students irrespective of their backgrounds.

Here's how administrative aides use financial aid:

Provided students with documents necessary for the completion of financial aid processes and/or advises students on accessing required financial aid information.
Assist colleagues with retrieving financial aid information* Archiving individual student information* Maintain file infrastructure* Clerical duties* Stuffing envelopes* Answering phones

13. HR

HR stands for human resources and is used to describe the set of people who work for a company or an organization. HR responsibilities revolve around updating employee records and carrying out management processes like planning, recruitment, evaluation, and selection processes. HR is a key contributor to any company or organization's growth as they are in charge of hiring the right employees, processing payrolls, conducting disciplinary actions, etc.

Here's how administrative aides use hr:

Provided Senior Management and Corporate HR and Communications assistance in absence of Executive support.
Organize and log resume's retrieved from HR Jobs; preparing referrals and forwarding resumes to specified departments for candidate consideration/selections.

14. Telephone Calls

Telephone calls are a communication means through which a caller is connected to the called party. The call is done through a telecommunications device called a telephone. The caller can use a landline, mobile phone, or satellite phone to make the call.

Here's how administrative aides use telephone calls:

Facilitated the routing of telephone calls for response and resolution;Prepared case management files for criminal investigations.
Direct and screen telephone calls from State agencies and customers, grant applicants, County and local jurisdictions.

15. Scheduling Appointments

Scheduling appointments is the practice of finding a free slot with the person(s) you want to meet. The process of scheduling appointments involves finding mutually free time, negotiating follow-ups, sending reminders, and creating new appointments. Scheduling appointments is important to ensure that the timings of consecutive meetings do not clash with each other.

Here's how administrative aides use scheduling appointments:

Perform routine clerical and administrative functions.such As scheduling appointments, organizing and maintaining paper electronic files.
Job Overview Management of calendar and scheduling appointments.

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What skills help Administrative Aides find jobs?

Tell us what job you are looking for, we’ll show you what skills employers want.

What skills stand out on administrative aide resumes?

Dr. Mike Peterson Ph.D.

Department Chair and Associate Professor of English, Dixie State University

Writing skills have always been valued by employers, but anything that shows an ability to write, produce, or communicate in digital spaces will stand out. While employers are becoming increasingly comfortable having employees work and collaborate digitally (from home or elsewhere), they may still be reluctant to train employees how to do that. They want to see evidence that applicants will know how to use technology and stay productive without extensive training and without a supervisor having to stand behind them. That isn't to say training won't take place, but employers want to use their valuable time and resources training employees on their own systems, policies, and procedures; they don't want to have to show new-hires how to use Zoom, how to format a memo, how to write an email, or how to co-edit a document using OneDrive.

What type of skills will young administrative aides need?

Brian Lai Ph.D.

Associate Professor, University of Iowa

They need to be able to write well, specifically be able to clearly summarize and analyze ideas, policies, and arguments in a succinct manner. They will need at least a working understanding of data analysis techniques, if not some ability to analyze data. In the field of IR, the ability to network and work in a group environment will be important.

What technical skills for an administrative aide stand out to employers?

Amanda Carpenter

Director, California State University Channel Islands

-Data analytics skills are critical technical skills that stand out to employers in today's market. According to NACE (2018), the use of data analytics is projected to have the most significant impact on an organization's operational efficiency and revenue generation.
-Source (NACE): www.naceweb.org

Do you want to know more?

List of administrative aide skills to add to your resume

The most important skills for an administrative aide resume and required skills for an administrative aide to have include:

Customer Service
Word Processing
Proofreading
Data Entry
Clerical Support
Database Management
Payroll
Office Equipment
Front Desk
PowerPoint
Administrative Tasks
Financial Aid
HR
Telephone Calls
Scheduling Appointments
Travel Arrangements

Purchase Orders
Provides Administrative Support
Grants Management
Financial Reports
Meeting Minutes
Expense Reports
Office Management
Clerical Functions
Fax Machines
Administrative Functions
Direct Calls
Management System
Computer System
Secretarial Support
Event Planning
Administrative Assistance

State Agencies
Office Machines
Statistical Data
Roll Call
Press Releases
Conference Calls
Routine Correspondence
Subpoenas
Complaint Reports
Administrative Problems
Multi-Line Phone System
Court Appearances
PeopleSoft
Nypd
Precinct

Updated January 8, 2025

Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

Updated January 8, 2025

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