An administrative office assistant is responsible for performing administrative duties to assist in daily management operations. These duties include taking calls and responding to client and customers' inquiries and concerns, scheduling meetings and conferences, organizing files and submitting required documents, sorting invoices for release, processing travel arrangements, receiving emails, forwarding reports to the appropriate department, and coordinating with company's events. An administrative assistant must be detail-oriented, as well as having excellent time-management and multi-tasking skills to perform duties even under minimal supervision.

Administrative Office Assistant Responsibilities

Here are examples of responsibilities from real administrative office assistant resumes representing typical tasks they are likely to perform in their roles.

  • Develop and manage external financial relationships between clients and the IRS.
  • Manage the receptionist area, including greeting visitors and responding to telephone and in-person requests for information.
  • Establish and maintain effective communications and cohesive working relationships with company associates, telephone and walk-in customers, and site visitors.
  • Dust offices and clean windows and doors.
  • Update information in CATT database, as well as make appointments for therapists and psychiatrists in Sharepoint.
  • Create electronic filing system to alleviate paper copies and recruit fellow co-workers to get on board with SharePoint.
  • Communicate with other departments and customers directing questions and information to appropriate staff members.
  • Provide assistance to customers regarding various issues with accounts; establish operational policies and procedures.
  • Provide assistance to technical instructors with PowerPoint presentations, scheduling and coordinating class events and finalizing training material.
  • Provide a variety of administrative support services such as provide PowerPoint support, transcribing documents and desktop publishing.
  • Register new patients and update existing patient's demographics by collecting patient detail patient's information including personal and financial information.
  • Assist a prosecutor with legal research, subpoenas, and discovery on a complex psychologist prosecution.
  • Prepare legal papers and correspondence, such as summonses, complaints, motions, and subpoenas.
  • Field phone calls.-schedule patients and confirm appointments.-Tracked patients through spreadsheets.-place orders for supplements.-Entered sales receipts into QuickBooks.-Balanced billing invoices.
  • Process A/R and A/P, reconcile general ledger daily, and are responsible for daily bank deposit.

Administrative Office Assistant Skills and Personality Traits

We calculated that 14% of Administrative Office Assistants are proficient in Customer Service, Data Entry, and Phone Calls. They’re also known for soft skills such as Interpersonal skills, Writing skills, and Organizational skills.

We break down the percentage of Administrative Office Assistants that have these skills listed on their resume here:

  • Customer Service, 14%

    Resolved administrative problems and performed various clerical functions, client/customer service, scheduled appointments, processed accounts payable and receivable.

  • Data Entry, 13%

    Gained familiarity with Microsoft computer software Filed, purged, copied, and organized confidential documents Data entry; handwritten and typed

  • Phone Calls, 7%

    Handled incoming telephone calls and provided information of verifying health insurance and assistance as required and connected caller with desired party.

  • Payroll, 5%

    Completed financial transactions, delivered documents to clients, and monitored and calculated payroll.

  • PowerPoint, 4%

    Experienced in creating spreadsheets, PowerPoint presentations and navigating within Outlook and the internet, operate general office business equipment.

  • Database Management, 4%

    Utilized computers for various applications, such as database management, Microsoft software applications and word processing.

Some of the skills we found on administrative office assistant resumes included "customer service," "data entry," and "phone calls." We have detailed the most important administrative office assistant responsibilities below.

  • The most important skills for an administrative office assistant to have in this position are interpersonal skills. In this excerpt that we gathered from a administrative office assistant resume, you'll understand why: "secretaries and administrative assistants interact with clients, customers, or staff" According to resumes we found, interpersonal skills can be used by a administrative office assistant in order to "demonstrated appropriate interpersonal skills when dealing with patients and their personal information. "
  • Another commonly found skill for being able to perform administrative office assistant duties is the following: writing skills. According to a administrative office assistant resume, "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." Check out this example of how administrative office assistants use writing skills: "experience with filing, letter writing, data entry and staff meetings. "
  • Administrative office assistants are also known for organizational skills, which can be critical when it comes to performing their duties. An example of why this skill is important is shown by this snippet that we found in a administrative office assistant resume: "secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently." We also found this resume example that details how this skill is put to the test: "assisted in scheduling appointments, filing documents and organizational maintenance. "
  • See the full list of administrative office assistant skills.

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    What Office Services Assistants Do

    An office services assistant is in charge of performing clerical support tasks in an office. Their responsibilities often revolve around preparing and processing documents, answering calls and correspondence, greeting visitors, answering inquiries, relaying messages, receiving and disseminating letters, and devising strategies to optimize office procedures. They may also participate in procuring supplies, keeping them organized at all times. Furthermore, they must maintain an active communication line with staff, coordinating with them on different activities to maintain an efficient workflow.

    We looked at the average administrative office assistant annual salary and compared it with the average of an office services assistant. Generally speaking, office services assistants receive $1,741 lower pay than administrative office assistants per year.

    While their salaries may differ, one common ground between administrative office assistants and office services assistants are a few of the skills required in each craft. In both careers, employees bring forth skills like customer service, data entry, and payroll.

    As far as similarities go, this is where it ends because an administrative office assistant responsibility requires skills such as "phone calls," "database management," "financial statements," and "provides administrative support." Whereas a office services assistant is skilled in "office services," "conference room," "mass mailings," and "office space." So if you're looking for what truly separates the two careers, you've found it.

    Office services assistants really shine in the government industry with an average salary of $33,596. Whereas administrative office assistants tend to make the most money in the government industry with an average salary of $43,009.

    Office services assistants tend to reach similar levels of education than administrative office assistants. In fact, office services assistants are 0.3% more likely to graduate with a Master's Degree and 0.0% more likely to have a Doctoral Degree.

    What Are The Duties Of an Office Support Assistant?

    An office support assistant is in charge of performing clerical support tasks to keep offices running smoothly and efficiently. Their responsibilities typically include answering calls and correspondence, preparing and processing documents, organizing and disseminating files, and coordinating with different departments. There are also instances where they must attend meetings and take down information, greet visitors, and monitor the inventory of office supplies, processing procurement requests when necessary. Furthermore, they may assist the staff when it comes to programs and projects.

    The next role we're going to look at is the office support assistant profession. Typically, this position earns a higher pay. In fact, they earn a $230 higher salary than administrative office assistants per year.

    Not everything about these jobs is different. Take their skills, for example. Administrative office assistants and office support assistants both include similar skills like "customer service," "data entry," and "phone calls" on their resumes.

    In addition to the difference in salary, there are some other key differences that are worth noting. For example, administrative office assistant responsibilities are more likely to require skills like "database management," "word processing," "purchase orders," and "financial statements." Meanwhile, a office support assistant might be skilled in areas such as "general supervision," "clerical tasks," "travel vouchers," and "routine correspondence." These differences highlight just how different the day-to-day in each role looks.

    On average, office support assistants earn a higher salary than administrative office assistants. There are industries that support higher salaries in each profession respectively. Interestingly enough, office support assistants earn the most pay in the transportation industry with an average salary of $35,834. Whereas, administrative office assistants have higher paychecks in the government industry where they earn an average of $43,009.

    On the topic of education, office support assistants earn similar levels of education than administrative office assistants. In general, they're 0.3% less likely to graduate with a Master's Degree and 0.0% more likely to earn a Doctoral Degree.

    How an Administrative Support Compares

    Administrative support specialists provide different types of governmental assistance. They carry out varied clerical duties in almost all industries. Most of these duties revolve around supervising and distributing information within an organization. This typically includes taking memos, answering phone calls, and managing, storing, and organizing files. They are also responsible for receiving and sending correspondence and greeting customers and clients. Some administrative support may be required to have vast professional knowledge as their duties are more specialized than the others.

    The third profession we take a look at is administrative support. On an average scale, these workers bring in higher salaries than administrative office assistants. In fact, they make a $4,374 higher salary per year.

    By looking over several administrative office assistants and administrative supports resumes, we found that both roles utilize similar skills, such as "customer service," "data entry," and "phone calls." But beyond that the careers look very different.

    Some important key differences between the two careers are a few of the skills necessary to fulfill responsibilities. Some examples from administrative office assistant resumes include skills like "hr," "office procedures," "office administration," and "hard copy," whereas an administrative support might be skilled in "patients," "excellent organizational," "human resources," and "basic math. "

    Interestingly enough, administrative supports earn the most pay in the technology industry, where they command an average salary of $40,623. As mentioned previously, administrative office assistants highest annual salary comes from the government industry with an average salary of $43,009.

    Administrative supports are known to earn similar educational levels when compared to administrative office assistants. Additionally, they're 2.1% more likely to graduate with a Master's Degree, and 0.1% more likely to earn a Doctoral Degree.

    Description Of a Clerk's Assistant/Administrative Assistant

    A clerk's assistant/administrative assistant is responsible for supporting the company's operations and customers' needs by performing administrative and clerical duties as needed. Clerk's assistants/administrative assistants respond to customers' inquiries and concerns, acknowledging and processing orders, and posting their payments. They also sort company documents, manage office supply inventory, submit business transaction reports, schedule appointments, and operate office equipment. A clerk's assistant/administrative assistant must be very organized. They must also have excellent time-management and multitasking skills to perform office duties with high accuracy and efficiency under minimal supervision.

    Now, we'll look at clerks's assistant/administrative assistant, who generally average a higher pay when compared to administrative office assistants annual salary. In fact, the difference is about $233 per year.

    While their salaries may vary, administrative office assistants and clerks's assistant/administrative assistant both use similar skills to perform their jobs. Resumes from both professions include skills like "customer service," "data entry," and "powerpoint. "

    Even though a few skill sets overlap, there are some differences that are important to note. For one, an administrative office assistant might have more use for skills like "phone calls," "payroll," "database management," and "office support." Meanwhile, some clerks's assistant/administrative assistant might include skills like "dmv," "clerical tasks," "ex," and "real estate" on their resume.

    In general, clerks's assistant/administrative assistant make a higher salary in the government industry with an average of $37,752. The highest administrative office assistant annual salary stems from the government industry.

    Clerks's assistant/administrative assistant reach similar levels of education when compared to administrative office assistants. The difference is that they're 0.6% more likely to earn a Master's Degree less, and 0.3% more likely to graduate with a Doctoral Degree.