Top Administrative Office Specialist Skills

Below we've compiled a list of the most important skills for an Administrative Office Specialist. We ranked the top skills based on the percentage of Administrative Office Specialist resumes they appeared on. For example, 9.3% of Administrative Office Specialist resumes contained Office Supplies as a skill. Let's find out what skills an Administrative Office Specialist actually needs in order to be successful in the workplace.

The six most common skills found on Administrative Office Specialist resumes in 2020. Read below to see the full list.

1. Office Supplies

high Demand
Here's how Office Supplies is used in Administrative Office Specialist jobs:
  • Conduct equipment inventory, including ordering and maintaining office supplies.
  • Perform monthly account reconciliations, ordering of office supplies
  • Ordered and maintain office supplies and equipment such as computers, copy machine, fax, printers, and projectors.
  • Process vouchers for payment, ordering of office supplies, generate requisitions as needed through newly implemented Cardinal Accounting System.
  • Managed daily office operations and maintenance of equipment of 12 units, maintaining accurate records for all office supplies.
  • Scheduled all client meetings, answered and directed phones, ordered all office supplies, billing and coding.
  • Maintained office equipment and office supplies, set up meeting rooms for scheduled meetings and arranged lunch delivery.
  • Maintain files, typing, scanning, coping, creating documents and faxing documents, order office supplies.
  • Processed requisitions, performed clerical duties, maintained office supplies, and ensured Financial Aid Publications were updated.
  • Order office supplies and inventory control of all license plates, year and weight stickers.
  • Order office supplies for all sections, assist staff on special projects and daily operations.
  • Analyzed and implemented cost improvement measures for shipping, office supplies and teleconferences.
  • Ordered office supplies and distributed Purchase Order numbers for other staff members.
  • Ordered office supplies and professor s books for the next semester.
  • Ordered office supplies and give away items as needed.
  • Operated, maintained and inventoried office supplies and equipment.
  • Obtained and provide needed office supplies for Studio staff.
  • Processed purchase orders and maintained office supplies and inventory.
  • Keep all copy centers fully stocked with office supplies.
  • Ordered and maintained monthly inventory of office supplies.

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2. Customer Service

high Demand
Here's how Customer Service is used in Administrative Office Specialist jobs:
  • Provided customer service to internal and external customers on product information as new equipment arrived.
  • Provide excellent organizational and administrative skills and customer service in a busy office setting.
  • Demonstrated the commitment to successfully meeting CSC customer service and operational goals and objectives.
  • Provided excellent customer service to state department agencies within the Richmond metropolitan area.
  • Provided comprehensive administrative support and customer service, including sales and documentation.
  • Coordinated and completed daily business functions while providing excellent customer service.
  • Addressed all customer service issues with insurance adjusters/agents and construction contractors.
  • Provided Customer Service for military, government civilians and DoD contractors.
  • Perform administrative duties and provide internal and external customer service.
  • Established customer service commitments by facilitating negotiations with contractors.
  • Supervised students/customer service staff-increased efficiency by 12%.
  • Provided excellent customer service in an automated environment.
  • Provided customer service for approximately 500 Fire Departments.
  • Analyzed student accounts by providing customer service.
  • Provide office clerical and administrative support for the division including customer service to the NOVA faculty, staff, and public.
  • Provided quality information to the public while using effective and customer services skills for both external and internal customers.
  • Process purchase request, provide efficient, courteous customer service assistance to internal and external customers to VCBR.
  • Interact with the public and demonstrate customer service on a daily basis in person and via phone.
  • Provide efficient customer service to students, faculty, staff, and to the community of TCC.
  • Performed customer service transactions, administers vision knowledge road tests for driver licensing for vehicles and motorcycles.

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3. Database

high Demand
Here's how Database is used in Administrative Office Specialist jobs:
  • Scanned database for availability of routes, pick-up history, renewed/issued/terminated permits and compiled information for AAH quarterly reports.
  • Created and updated databases and/or spreadsheets tracking and updating all subcontractor contracts including change orders and contract information.
  • Performed data entry of individual and corporate/business tax returns in to departmental systems and databases for processing.
  • Provided executive support for implementation, administration, and maintenance of database and spreadsheet programs.
  • Analyzed, edited, documented, and registered confidential information to database.
  • Created consolidated reports derived from several complex acquisition sensitive databases.
  • Provided technical support and expertise for departmental database management.
  • Provided data entry for maintaining an accurate student database.
  • Created and maintain internal extensive database for departmental budget.
  • Test databases during development and prior to implementation.
  • Maintain group-specific mailing databases, and financial databases.
  • Reviewed and entered information into GenTax database.
  • Maintained and adapted database to disseminate information.
  • Maintained database of repayment information and calculations.
  • Complete data entry into various databases/tracking systems.
  • Maintain charter school consultant/profile databases.
  • Schedule appointments in 87 counties for appeal hearings, type, and send out hearing notices final orders on Access database.
  • Provide administrative support for professional staff * Develop and maintain databases * Coordinate the arrangements of conferences, workshops, and meetings
  • Input data to update and maintain an existing Access 2007 database for the Gypsy Moth Unit within the Plant Protection Division.
  • Entered recipient case information into state database to determine eligibility for Medicaid services (weekly quantity of 900+).

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4. Financial Statements

high Demand
Here's how Financial Statements is used in Administrative Office Specialist jobs:
  • Receive and review financial statements from clients, enter into spreadsheets for consulting sessions.
  • Maintain company financial statements, bookkeeping, and accounting.
  • Monitored budget preparation; credentialing: auditing or reconciling financial statements and invoices; and managing workload required to complete projects.
  • Review financial statements to measure productivity and goal achievement and to determine areas needing cost reduction and program improvement.
  • Maintained construction loan files, maintain internally generated financial statements and coordinated all financial and loan committee documents and files.
  • Utilized financial reporting software to generate financial statements and created new template reports for portfolio turnover analysis and expense cap monitoring.

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5. Data Entry

high Demand
Here's how Data Entry is used in Administrative Office Specialist jobs:
  • Conducted data entry of application information processing and correct routing of government forms.
  • Organized and implemented data entry systems for tracking prospective students.
  • Complete program data entry accurately and efficiently.
  • Perform data entry into prepared record keeping logs/forms, in addition to preparing and producing reports from data entered.
  • Perform data entry into spreadsheets and logs to update SWIFT Asset Management modules and abandon assets.
  • Work with other staff in managing the workload, data entry, or reviewing/monitoring output.
  • Perform data entry to maintain accurate and current ledgers for secondary and primary system accounts.
  • Worked directly under the Virginia State Police performing clerical duties including filing and data entry.
  • General office equipment and procedures such as typing, data entry and related functions.
  • Problem-solved, performed testing and advised on new data entry software for departmental use.
  • Processed alphanumeric data entry with a documented speed of 85 words per minute.
  • Processed incoming Discretionary Fund Requests, ETV Scholarship applications, and data entry.
  • Complete data entry for cost accounting in AVATAR system.
  • Experience with record keeping, filing and data entry.
  • Prepare data for computerized and scanned data entry.
  • Perform 10 key data entry duties.
  • Oversee the payroll/data entry clerk.
  • Performed administrative functions, including organizing documents, including, budget management, inventory management and data entry.
  • Performed data entry, wordprocessing, tracks information and assure documents are accurate.
  • Performed data entry, account payables, time entry, and road checks.

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6. Personnel Files

high Demand
Here's how Personnel Files is used in Administrative Office Specialist jobs:
  • Maintained all personnel files, providing strict confidentiality.
  • Maintain and organize records, mail and personnel files, including course log database.
  • Maintained all personnel files; to include training and certification records.
  • Organize and maintain confidential employee personnel files (HR).
  • Assisted with hiring and put together HR personnel files.
  • Assist in filing the forms in the personnel files.
  • Maintain personnel files and prepare copies for the School of Public Health's (SPH) Dean's office.

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7. Scheduling Meetings

high Demand
Here's how Scheduling Meetings is used in Administrative Office Specialist jobs:
  • Prepared correspondence, screened & directing telephone calls, scheduling meetings & travel plans and organizing & maintaining legal files.
  • Assist with staff evaluation process by scheduling meetings and maintaining records.
  • Demonstrated capacity to provide comprehensive support for executive-level staff including scheduling meetings, coordinating travel and effectively managing all essential tasks.
  • Planned and coordinated administrative functions that included routing correspondence, scheduling meetings/appointments, performing data entry, and booking travel arrangements.
  • Provided director support including scheduling meetings, developing agendas, summarizing research, and organizing marketing for research projects and experiments.
  • Supported the Director in a confidential and highly responsive day-to-day relationship, scheduling meetings and arranged foreign and domestic travel.

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8. Travel Arrangements

high Demand
Here's how Travel Arrangements is used in Administrative Office Specialist jobs:
  • Coordinated travel arrangements for senior management team and managed expense reports.
  • Processed travel arrangements and maintained expense accounts.
  • Coordinated travel arrangements and vehicle assignments.
  • Maintain calendars and managed travel arrangements.
  • Coordinated travel arrangements for Medicaid recipients.
  • Coordinated travel arrangements, maintained database and ensured the delivery of premium service to Major Gift Officers, students and guests.
  • Create travel authorizations and vouchers in Defense Travel System as well as travel arrangements upon request, prepares OCONUS packages.
  • Coordinated travel arrangements, maintained logs of ordered materials and ensured the delivery of premium service to students.
  • Assist with meeting scheduling, travel arrangements, provide unlimited support for team of 50+ facilities staff.
  • Provide executive level support - scheduling, basic meeting and travel arrangements, etc.
  • Maintained calendars and scheduled meetings as well as made travel arrangements for management.
  • Coordinated travel arrangements, maintains staff schedules and calendars, and schedules events.
  • Make travel arrangements for staff and obtain out of state travel approval.
  • Liaised with colleagues and external contacts to handle travel arrangements and accommodations.
  • Make travel arrangements and prepare the Vice Presidents travel settlement requests.
  • Maintain calendars, event, meeting schedules, & travel arrangements.
  • Assisted sales staff with presentations, meetings and travel arrangements.
  • Schedule director s calls, meetings, and travel arrangements.
  • Schedule travel arrangements; and prepare expense reimbursement vouchers.
  • Scheduled staff and faculty meetings; made travel arrangements.

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9. Phone Calls

high Demand
Here's how Phone Calls is used in Administrative Office Specialist jobs:
  • Answer incoming phone calls and provide requested information or redirect the caller to the appropriate office and/or person.
  • Answer all incoming phone calls and transfer to appropriate department if cannot answer patient's questions.
  • Distribute mail, screen phone calls, offender kites and personal inquiries.
  • Answered phone calls, organized meetings for High level Education Personnel.
  • Greet patients/visitors, receive and screen phone calls daily.
  • Greeted visitors: answered and directed phone calls.
  • Answered important phone calls and take messages.

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10. Powerpoint

high Demand
Here's how Powerpoint is used in Administrative Office Specialist jobs:
  • Developed effective PowerPoint presentations utilizing corporate standards, collaborated with Consultant team on slide design and content.
  • Prepared briefings for senior level management using Microsoft PowerPoint.
  • Developed PowerPoint presentations for seminars and workshops.
  • Prepared internal and external communication, reports, spreadsheets, and presentations using Microsoft Word, Excel, PowerPoint and Binder.
  • Compiled and edited special reports using PowerPoint, Excel, Word, Access Microsoft Org Chart and Binder.
  • Maintained advanced working knowledge of MS Outlook, Word, Excel, PowerPoint and various database systems.
  • Create presentations utilizing Microsoft PowerPoint, Excel, and Word for use by WSC staff.
  • Set up and maintained Access Databases and PowerPoint presentations for various companies.
  • Created a PowerPoint presentation for the Surveys Department for employee days.
  • Operated personal computer using Microsoft Word, Excel, and PowerPoint.
  • Prepared Powerpoint presentations to communicate strategy used to locate parents and resolve the case.
  • Experience in Microsoft Office XP, Word, Excel, Powerpoint and Access
  • Create and edit powerpoint, excel and word documents deliverables, complete with graphs, tables etc.
  • Certified & Proficient Learn Key Word Excel Access PowerPoint Publisher Outlook Introduction to Legal and Medical Terminology

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11. Purchase Orders

high Demand
Here's how Purchase Orders is used in Administrative Office Specialist jobs:
  • Prepared purchase orders, reconciled invoices, and approved payment for technology equipment for all university departments.
  • Manage inventory, ensuring that good received are accurately reconciled with open purchase orders.
  • Reconcile incoming invoices against Purchase Orders and identify discrepancies.
  • Process accounts payable and maintain up to date and orderly manual records of all purchase orders created in FMS II.
  • Take and transcribe confidential and other dictation; prepare purchase orders; assist in preparation of budget estimates.
  • Process requisitions, prepare and submit invoice payments for faculty depositions, purchase orders and maintain department inventory.
  • Enter requisitions into MAPS systems for grant contract encumbrances and create purchase orders in MAPS for each grantee.
  • Process requisitions and create purchase orders for up to $10,000 for the Central Region Wildlife Unit.
  • Organized office procedures, processed purchase orders and travel expenses and reconciled monthly credit card statements.
  • File correspondences, workshop information, purchase orders and other documents received in the office.
  • Prepare and process invoices, requisition forms, purchase orders, and invoice forms.
  • Receive and maintain invoices, obtain/prepare purchase orders and prepare vouchers.
  • Processed check requests and purchase orders, submitted invoices for payment.
  • Coordinate purchase orders and monitor budgets for the division programs.
  • Prepared purchase orders and track purchases for the management staff.
  • Collected and filed purchase orders, requisitions, and invoices
  • Prepared purchase orders, contracts, and other correspondence.
  • Process purchase orders, and audit Invoices for payment.
  • Process purchase orders and credit applications.
  • Processed accounts payables and receivables, assigned GL coded, collected and matched with purchase orders and credits.

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12. HR

high Demand
Here's how HR is used in Administrative Office Specialist jobs:
  • Provide coordination, oversight and guidance for the electronic data systems through continuous quality improvement analysis of the X-ray regulatory program.
  • Maintain student confidentiality for all incoming documents received through the Financial Aid and Admissions departments.
  • Monitored adjudications for appropriate follow-through and compliance with state and University regulations.
  • Provided administrative support to functional managers through executive and support functions.
  • Assisted with marketing operations through social media and face-to-face interactions.
  • Determine all institution offender job openings through various reports.
  • Coordinated meetings and maintained faculty calendars through Outlook.
  • Guided students through university and program admission process.
  • Maintained accuracy through monthly statement quality control checkouts.
  • Cultivated and maintained relationships in the philanthropic community.
  • Navigated through windows-based and web browser applications.
  • Provide administrative support/services to assigned HR staff.
  • Registered patient's through electronic medical system.
  • Researched and communicated through Banner computer system.
  • Arranged meetings by obtaining spaces, dates, and times and typing and distributing the agenda through written and verbal communication.
  • Input various codes, register students, print transcripts, and find open classes and meeting information through college mainframe.
  • Train other permanent state employees on how to process and pay attorney billings.REASON/LEAVING:Temporary employee through the Abacus Corporation.
  • Scheduled courses for two departments, three programs and thirteen separate subjects totaling over one hundred classes per year !!
  • Support Regional Director and Extension Educators through working knowledge of Enterprise Financial System and of University and Extension financial policies.
  • Worked directly with over 1500 brokers from branches and correspondent firms throughout the United States and six other countries.

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13. Insurance Companies

high Demand
Here's how Insurance Companies is used in Administrative Office Specialist jobs:
  • Transition practice into a paperless environment * Responsible for credentialing and contracting with insurance companies.
  • Verified benefits and eligibility with health insurance companies.
  • Interacted with insurance companies to resolved coding and billing issues and patient authorizations.
  • Direct support to patients, psychological staff and insurance companies.
  • Prepared monthly billing to insurance companies on patient accounts.
  • Provided detailed accurate budget & situational reports for insurance companies and other fiscal responsibilities.
  • Conduct outbound calls daily to insurance companies using adequate negotiation and analytical skills.
  • Initiated pre-authorizations from insurance companies and included proper documentation to support request.

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14. Staff Members

high Demand
Here's how Staff Members is used in Administrative Office Specialist jobs:
  • Maintained office database for faculty and staff members
  • Ensured cohesive working relationships between staff members.
  • Developed training module used to train all VA staff members on the Automatic Call Distributor (ACD) system.
  • Faxed data, copied, print, distribute incoming, outgoing, interoffice mail to faculty and staff members.
  • Schedule and coordinate training room, conference room, reserve state cars for faculty and staff members.
  • Provided excellent customer service to all clients, visitors and staff members.
  • Draft, edit and distribute correspondence when appropriate for various staff members.
  • Completed state reimbursements and travel requests for faculty and staff members.
  • Managed library operations when other staff members were absent.
  • Communicate with other staff members via email.
  • Maintained office database for faculty and staff members.I'd also remove this to keep it one page.
  • Developed new processes to improve efficiency for staff members and patients in a timely manner.
  • Answered multi phone line, transferred calls to staff members or voice mail.
  • Oversee 7 Staff Members Complete Access 2007 data entry tasks Process Payrolls Manage equipment inventory

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15. Expense Reports

average Demand
Here's how Expense Reports is used in Administrative Office Specialist jobs:
  • Managed invoicing and billing procedures, prepared expense reports, conducted account reconciliations and resolved discrepancies.
  • Control monthly expense reports for Community Supports with Minnesotans with Disabilities division.
  • Created monthly spreadsheets in the Region 2 shared drive of expense reports for all Local offices.
  • Alphabetized and organized employee time sheets and expense reports for the payroll department.
  • Prepare expense reports, process accounts receivable and accounts payable.
  • Prepare and ensure accuracy of expense reports.
  • Process expense reports and handle reimbursements.
  • Supported Manager levels maintaining daily calendars, travel along with their expense reports.
  • Reconcile management expense reports & credit card statements.
  • Review, research and create out of state travel expense reports and re-imbursement forms.

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16. Peoplesoft

average Demand
Here's how Peoplesoft is used in Administrative Office Specialist jobs:
  • Scanned and edited purchasing documentation using ImageNow and incorporated into PeopleSoft system.
  • Generated reports in PeopleSoft to gather analyze and maintain statistical data.
  • Evaluated applications and entered personal data into PeopleSoft.
  • Utilize PeopleSoft to track job postings, the number of days open and the number of applications.
  • Enter classes and register students in our database, PeopleSoft, daily.
  • Worked with the PeopleSoft Program and U of M Outlook Calendar.
  • Compile, store and retrieve technical and management data within PeopleSoft.
  • Entered class schedules and major and minor data in PeopleSoft.
  • Run background checks for potential employees in the PeopleSoft systems.
  • Key accounts in VIPR to produce payment via PeopleSoft.
  • Assisted students with account inquiries utilizing PeopleSoft 8.9.
  • Updated student accounts through Oracle's PeopleSoft application
  • Work daily with PeopleSoft SEMA4.
  • Experienced with using various software including Resumix and Peoplesoft/Oricale.

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17. Front Desk

average Demand
Here's how Front Desk is used in Administrative Office Specialist jobs:
  • Ensured that the Media Services Department front desk and student work area is clean at the end of each shift.
  • Provided superior customer service to students, faculty, and staff at the front desk.
  • Translate front desk requests verbally in Cantonese when needed.
  • Front desk support/Customer service/Scheduling/AV technology/Facility Coordinator.
  • Provided assistance with additional office responsibilities, which could include front desk/switchboard coverage and greeted executive level candidates and clients.
  • Balanced department daily transactions sheets - Supervised and trained receptionists and temporary workers on office front desk procedures.

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18. Credit Card Transactions

average Demand
Here's how Credit Card Transactions is used in Administrative Office Specialist jobs:
  • Authorize credit card transactions and accurately record payments into the licensing system.
  • Post customer payments by recording cash, checks, and credit card transactions.
  • Handle cash, checks, and credit card transactions, closing out cash drawer and balancing all POS transactions.
  • Operated a cash register for cash, check and credit card transactions.

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19. Word Processing

average Demand
Here's how Word Processing is used in Administrative Office Specialist jobs:
  • Handled all office communications to include word processing and correspondence.
  • Type complicated documents and/or reports using word processing software.
  • Used word processing software to input and edit correspondences to include, reports and documents.
  • Managed all word processing and other documents and files.
  • Used an in-house word processing system to create documents, letters, memoranda or reports.
  • Operate personal computer or word processing equipment, other office automation equipment, and appropriate software to perform various computer/automation operations.

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20. Scheduling Appointments

average Demand
Here's how Scheduling Appointments is used in Administrative Office Specialist jobs:
  • Performed various duties such as processing paperwork, scheduling appointments, front desk management, and answering phone calls.
  • Performed Administrative responsibilities in scheduling appointments for operations, in pick up demolitions, drafting contracts, permits.
  • Assist social workers with scheduling appointments for their patients.
  • Assisted student with scheduling appointments with tutors.
  • Coordinated, integrated and synchronized schedules, agendas and protocol requirements for scheduling appointments for medical examinations and physician reviews.
  • Utilized excellent communication and organizational skills in scheduling appointments, travel planning which included flight, hotel and car reservations.

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21. Meeting Minutes

average Demand
Here's how Meeting Minutes is used in Administrative Office Specialist jobs:
  • Recorded and maintained conference meeting minutes.
  • Collected data, record meeting minutes, maintain calendars of Supervisors as well as other team members.
  • Coordinated every aspect of Advisory Committee meetings including scheduling, agenda, refreshments, and meeting minutes.
  • Edit all department correspondence, newsletters, books, nomination packets, and meeting minutes.
  • Documented meeting minutes, damage claims, guardrail hits, and safety violations.
  • Record meeting minutes and develop to-do lists from departmental and project team meetings.
  • Scheduled meetings, prepared agendas and composed meeting minutes.
  • Take Meeting Minutes and Type them for distribution.
  • Developed graphs, charts and prepared meeting minutes.

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22. Telephone Calls

average Demand
Here's how Telephone Calls is used in Administrative Office Specialist jobs:
  • Received and routed incoming/outgoing correspondence/telephone calls and visitors.
  • Received visitors and telephone calls from high ranking officials of the Federal Government and non-DoD agencies.
  • Handle high volume telephone calls as well as filing data entry, and other light duties
  • Answer a high volume of telephone calls in the Enforcement Division's Call Center.
  • Filed and distributed mail and answered high volume of telephone calls.
  • Screened telephone calls and/or directed callers to the appropriate staff person.
  • Greeted customers and directed telephone calls for Management Team.
  • Answered, screened and routes incoming telephone calls.
  • Receive patients and visitors for the clinics and manage a multi-line telephone system and transfer telephone calls to appropriate staff.
  • Answer all incoming telephone calls, emails and faxes concerning licensure.

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23. Office Operations

average Demand
Here's how Office Operations is used in Administrative Office Specialist jobs:
  • Maintain office services by organizing office operations and procedures, controlling correspondence and designing filing systems.
  • Performed an array of administrative and clerical functions in support of daily office operations.
  • Streamlined office operations by organizing files, preparing documents, and distributing correspondences.
  • Maintain office services by organizing office operations.
  • Coordinated and maintained all front office operations.
  • Manage office operations for Location & Design engineers, consisting of team of 32.
  • Manage & oversee daily office operations.
  • Managed daily office operations and maintenance of office equipment; Arranged and coordinated business travel utilizing Look & Book for CFO.

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24. Clerical Support

average Demand
Here's how Clerical Support is used in Administrative Office Specialist jobs:
  • Supervised the daily operations of four clerical support professionals in all administrative support functions.
  • Performed typing and clerical support and provided technical guidance on administrative matters.
  • Provided secretarial, administrative and clerical support to State and Community Services (SCS).
  • Provided general clerical support such as typing, filing, and receptionist duties.
  • Provided clerical support to all salaried and hourly employees.
  • General clerical support for faculty and assistance to students.
  • Provided full range of clerical support.
  • Served as on-site supervisor for two clerical support staff.
  • Retired) Provided administrative and clerical support.

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25. Special Events

average Demand
Here's how Special Events is used in Administrative Office Specialist jobs:
  • Provide assistance with special events such as managing programs sponsored or hosted by the Department.
  • Assisted the Development Director and Marketing Director to ensure the success of special events.
  • Organized and attended staff meetings, conferences, special events and office activities.
  • Organized and prepared materials for all special events and seminars.
  • Organize and schedule meetings and special events.
  • Facilitated and coordinated special events, receptions, division picnics, and teambuilding events for all employees within the division.
  • Developed and managed the administrative budget Co-ordinate with the Director of the office all special events for the CEO.
  • Maintain confidentiality for all work done in the office.Oversee the organization and planning for special events with limited supervision.
  • Organized commencement ceremony, scheduled facility and vendors, created graduation programs, brochures and flyers for special events.
  • Post and update all programs on the calendars Responsible for implementing, organizing special events and meeting
  • Manage creative and logistical aspects of special events to ensure efficiencies and deadlines.

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26. Office Staff

average Demand
Here's how Office Staff is used in Administrative Office Specialist jobs:
  • Prepare and update various spreadsheets and academic information the Front Office staff and Admissions staff use on a daily basis.
  • Assisted plant manager and supported general office staff by managing and organizing office at the plant level.
  • Assisted with tort/employee accident claims, scanned photos/documents, and assisted other office staff as needed.
  • Coordinated and prioritize multiple projects and events for Community Integration and Central Office staff.
  • Provide IT support to a staff of 66 therapist and office staff as well.
  • Performed leave accounting and FLSA support services for approximately 280 Central Office staff.
  • Ensured office staff is properly trained on corporate policies.
  • Prepared correspondence, spreadsheets and presentations for office staff.
  • Prepared correspondences for office staff.
  • Provided on-going support to back and front office staff.
  • Used web-based programs to locate utilities for office staff..

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27. General Public

average Demand
Here's how General Public is used in Administrative Office Specialist jobs:
  • Communicate verbally and in writing with students and general public regarding admission process.
  • Assisted visitors, patients, staff, consulting professionals and general public while maintaining confidentiality.
  • Provided information regarding state park services and other local attractions to the general public.
  • Interacted with corporate officials, attorneys and the general public.
  • Oversee general operation of Administration Office; promote friendly and cooperative office environment and impression upon visitors and general public.
  • Served as Freedom of Information Act Coordinator; responsible for dissemination of military member information released to the general public.

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28. Medical Records

average Demand
Here's how Medical Records is used in Administrative Office Specialist jobs:
  • Validated incoming electronic correspondence such as medical records, claimant questionnaires, attorney correspondence and medical exam reports.
  • Organized medical records to ensure completeness and availability to clinical staff.
  • Requested medical records from physician offices and hospitals.
  • Worked with patients to complete medical records, confirm insurance coverage s and co-pays, and minimize costs.
  • Researched any discrepancies containing patients results, medical records, linking of patients information to health officials.
  • Trained new staff members and student employees on all office operations and medical records management.
  • Prepared and maintained medical records for 7 case managers and 5 clinics.
  • Responded to medical records release requests within a 24-hour turnaround time.
  • Retrieve files and medical records as requested from different departments.
  • Retired the complete medical records of 2005 to storage.
  • Take phone notes through EMR electronic medical records.
  • Maintained HIPAA compliancy, while protecting the security of medical records to ensure that confidentiality is maintained.
  • Maintain high level of patient confidentiality * Prepare, audit and file patients medical records

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29. Administrative Office

average Demand
Here's how Administrative Office is used in Administrative Office Specialist jobs:

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30. Special Projects

low Demand
Here's how Special Projects is used in Administrative Office Specialist jobs:
  • Work closely with municipality accounting department to track budget and maintain records for special projects and city council meetings.
  • Worked on special projects for Human Resources, Wealth Management and Community Affairs.
  • Assist with daily data entry of various forms and special projects as assigned.
  • Coordinate planning and implementation of special projects upon request of Vice President.
  • Coordinated special projects, events, requests, and communication plans.
  • Conduct and participate in special projects and committees.
  • Managed special projects for business owner.
  • Assisted department Administrator with special projects and additional duties as appropriate for department's administration..

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31. Fax Machines

low Demand
Here's how Fax Machines is used in Administrative Office Specialist jobs:
  • Used and coordinated office equipment, such as copiers, scanners, fax machines, voicemail systems and computers.
  • Transmitted information or documents to customers using computers, fax machines and mail Maintained appointment calendars.
  • Maintained complicated file system and ensures copy/fax machines are working properly.
  • Scheduled technicians to locations to repair printers/scanners/copiers/fax machines.
  • Ordered and maintained office equipment and supplies for entire operations which included 3 copiers, 9 printers and 3 fax machines.
  • Maintained office equipment, assuming all responsibility for contracts of copies, FAX machines, and inventory and purchasing of supplies.

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32. Management System

low Demand
Here's how Management System is used in Administrative Office Specialist jobs:
  • Handle preparation and administration of ongoing administrative projects, including correspondence tracking, management systems, and administrative training.
  • Maintain an internal APD case management system that enables the Department to appropriately monitor all Board cases slated for administrative hearings
  • Provide support/training to new staff regarding records management systems and processes.
  • Scan priority documents using Kodak Capture software Index documents into the OnBase management system following retention procedures.
  • Provide website design, creation, improvement, content management and maintenance using various content management systems, html and Dreamweaver.
  • Processed accounts receivable and payables within procurement timeframes using Financial Management System (FMS).

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33. Suite

low Demand
Here's how Suite is used in Administrative Office Specialist jobs:
  • Create staff schedules, informational notices, memos, brochures, presentations as well as inventory sheets using Microsoft Office Suite.
  • Maintain customer accounts via ServSuite Web and contact customers concerning past due amount and solicit payment of amount due.
  • Drafted, edited, and proofread letters, documents and business correspondence using 2007 Microsoft office suite.
  • Maintain equipment in the Budget Suite, Senior Research Scientists-ST Suite, and multiple Conference Rooms.
  • Order office supplies and equipment for Office of Director's Suite.
  • Record incoming cash via ServSuite Web AR system.
  • Use Microsoft Office suite on a daily basis.
  • Process ServSuite Month End Close.
  • Use Microsoft Office Suite, Outlook, PIMS, FMS II and VOIS on a daily basis.
  • Key Accomplishments: o Managed improvement project for setup of new suite.

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34. Student Workers

low Demand
Here's how Student Workers is used in Administrative Office Specialist jobs:
  • Supervised student workers and provided assistance to faculty and students.
  • Supervised 10 student workers in language lab, office workers, and provided administrative support to all faculty members.
  • Worked in various campus departments and supervised student workers in music department.
  • Supervised student workers and signing time sheets.
  • Assisted with the training of student workers.
  • Assign and manage projects for student workers.
  • Provided training and supervision to student workers.
  • Determine the need for student workers.

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35. Data Privacy

low Demand
Here's how Data Privacy is used in Administrative Office Specialist jobs:
  • Analyze visitation for all approved public visitors.Thorough knowledge of offender records, the court system, and data privacy regulations.

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36. High Volume

low Demand
Here's how High Volume is used in Administrative Office Specialist jobs:
  • Frequent public contact and ability to maintain composure in a high stress/high volume environment.
  • Position requires maintaining a professional demeanor while serving a high volume of students.
  • Answered a high volume of calls and emails.
  • Transcribe and respond to voicemails for high volume appeals phone lines.
  • Demonstrated organizational skills with ability to handle multiple tasks/projects simultaneously and perform in a high volume, time sensitive/deadline driven environment.
  • Processed financial income expense and profit statements, complex bank reconciliations for business account and high volume invoice generation and processing.

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37. Appropriate Person

low Demand
Here's how Appropriate Person is used in Administrative Office Specialist jobs:
  • Distributed incoming mail to appropriate personal.
  • Answer high volume of phone calls, log phone messages into logician, and route calls to the appropriate person.
  • Process, review and distribute incoming and outgoing mail, answers the telephone, forwards calls to the appropriate personnel.
  • Handle all calls amiable and promptly forward them to the appropriate person if I am unable to assist them.
  • Provide appropriate personnel with new combos and access the safe for Director and staff upon request.
  • Answered telephones, routed calls, and/or takes messages and delivered to appropriate personal.
  • Receive visitors and clients; direct visitors to the appropriate personnel.

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38. External Customers

low Demand
Here's how External Customers is used in Administrative Office Specialist jobs:
  • Perform administrative and technical support services to internal and external customers regarding the Workplace Safety Consultation Unit.
  • Communicated effectively with both internal and external customers while maintaining excellent relationship.
  • Explain complex procedures and policies to internal and external customers related to organizational services, programs, procedures, and policies.
  • Respond to internal and external customers upon receiving requests and/or issue or direct them to the appropriate staff member.
  • Assist and serve DVS Driver Services, Motor Vehicle units, and external customers in retrieving records.
  • Photocopy and distribute to the appropriate agencies and external customers, as requested.
  • Serve as a liaison between internal and external customers.

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39. Internet

low Demand
Here's how Internet is used in Administrative Office Specialist jobs:
  • Coordinated with contract service providers for additional telephone and internet connections and server support.
  • Downloaded information from the internet for Material Safety Data Sheets (MSDS).
  • Edit and update information on the internet database for Center for Learning Technologies.
  • Assisted clients with applications such as MS Word, Excel and Internet applications.
  • Research on the internet for additional information.
  • Use of Outlook, Excel, MMIS, Access, Publisher, Word and internet.
  • Use of Outlook, MMIS, WebView Reports, Excel, Word and internet.

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40. Confidential Information

low Demand
Here's how Confidential Information is used in Administrative Office Specialist jobs:
  • Maintained a high level of discretion when dealing with sensitive/confidential information.
  • Use appropriate discretion in dissemination of sensitive and confidential information.
  • Set up and maintains files containing confidential information for the division.
  • Handle sensitive, complex, and confidential information.
  • Complete litigation intake pre-screening documentation; file, safeguard, maintain, and archive confidential information records.
  • Treat sensitive/confidential information with appropriate discretion and confidentiality.

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41. Financial Aid

low Demand
Here's how Financial Aid is used in Administrative Office Specialist jobs:
  • Assist military students with information to apply for their military benefits and financial aid applications.
  • Developed relationships between other departments on campus such as financial aid, registrar, academic affairs, and student life.
  • Provided financial aid forms and information for students; followed up on documents to ensure they are processed.
  • Provided college financial information for perspective college students including tuition, financial aid options & loan options.
  • Distance education/traditional student registration, financial aid, academics and finance with Dean, Provost and Chancellor.
  • Helped students complete application, transfer, financial aid, and class registration processes.
  • Followed financial aid rules, regulations, acronyms, office policies and procedures expeditiously.
  • Process scholarship paperwork to students, donors and the financial aid office.
  • Explained federal, state, and institutional financial aid policies and procedures.
  • Served as Financial Aid phone center representative.
  • Maintain check register for Financial Aid Accountant.
  • Communicated with various Financial Aid Offices in regards to students' information, and removing holds placed on students' accounts.
  • Provide efficient administrative support to multiple advisors, financial aid counselors, and others to serve students.

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42. Monthly Reports

low Demand
Here's how Monthly Reports is used in Administrative Office Specialist jobs:
  • Performed monthly accounts Reconciliation and provided ODS monthly reports.
  • Coordinate and distribute weekly/monthly reports to management.
  • Supervised National Student Clearinghouse process to include: new access, monthly reports and input new degree information.
  • Created monthly reports from information based on Cooperative Education, Internship, job listings, etc.
  • Provided monthly reports on staffing performance and scheduled staff for education and committee activities.
  • Maintained charts for all inmates and created and updated monthly reports.
  • Created weekly and monthly reports showing productivity numbers and revenue.
  • Develop and prepare monthly reports for services rendered.

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43. Administrative Tasks

low Demand
Here's how Administrative Tasks is used in Administrative Office Specialist jobs:
  • Perform moderately complex administrative tasks for director, managers, and supervisors.
  • Assisted the Director and managers in the Economic Assistance and Employment Supports Division (EAESD) with administrative tasks.
  • Performed administrative tasks in support of the US Air Force administration and functions.
  • Handle customer service and administrative tasks, resolving customer issues with expediency.
  • Assisted office manager, 10 sales assistants and 50 financial advisors with recordkeeping and daily administrative tasks.
  • Completed diverse administrative tasks accurately and efficiently including verification of insurance information, payroll administration, and coordination of department meetings.

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44. Background Checks

low Demand
Here's how Background Checks is used in Administrative Office Specialist jobs:
  • Follow up on background checks for school bus and hazardous materials endorsements to ensure drivers are eligible.
  • Run background checks, collect necessary documents for work authorization and escort employees to company.
  • Perform background checks for inmate visitation utilizing the VCIN data base.
  • Followed up on ACHA screenings and federal criminal background checks.
  • Conducted pre-employment testing and background checks to potential candidates.
  • Communicate with agencies regarding placing/removal of detainers Conduct BCA background checks on offenders for placement in Minimum Security living unit

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45. Bank Deposits

low Demand
Here's how Bank Deposits is used in Administrative Office Specialist jobs:
  • Secure cash received and prepare bank deposits according to VDACS procedures.
  • Handled accounts payable/receivable, bank deposits and book keeping.
  • Collect payments and prepare daily bank deposits.
  • Fitted patients for mastectomy prosthetics when needed, and also made bank deposits on the regular.
  • Entered all bank deposits into General Ledger on a daily basis which allowed visibility to daily banking activity.
  • Handled diversified bookkeeping procedures including account reconciliations, finance charges, billings, invoicing and preparation of daily bank deposits.

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46. Business Office

low Demand
Here's how Business Office is used in Administrative Office Specialist jobs:
  • Provide administrative support related to Human Resource/Business Office Functions as needed.
  • Assist Business Office for six months with the posting and finance of department.
  • Served as support liaison with the Business Office for gift processing and accounting.
  • Provided receptionist duties for business office and the after school PH program.
  • Provided office automation assistance to the Business Office utilizing Webvision.

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47. DMV

low Demand
Here's how DMV is used in Administrative Office Specialist jobs:
  • Identify inconsistencies and trends in inquires and takes appropriate action to ensure consistent administrative practices by DMV DIRECT and CSC personnel.
  • Answer inquiries by clarifying desired information, researching, locating, and providing information for the DMV Direct customers.
  • Processed payments in accordance with the Motor Vehicle Code of Virginia, DMV rules and regulations.
  • Comply with DMV Rules and Regulations, The Privacy Act and Motor Vehicle Code of Virginia.
  • Process applications for driver's license vehicle registrations, titling, and other DMV related services.
  • Process reinstatement, registration, statutory, multiple order fees for va dmv.

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48. Ensure Accuracy

low Demand
Here's how Ensure Accuracy is used in Administrative Office Specialist jobs:
  • Review forms, data and other information to ensure accuracy and conformance to established procedures and/or policies.
  • Book repair orders according to Chevrolet repair numbers (about 400 Repair Numbers used) and ensure accuracy for accounting purposes.
  • Executed the ability to thoroughly review customer account information and input appropriate data to ensure accuracy of supply orders.
  • Facilitate cross-departmental meetings to review new and existing patient education teaching materials to ensure accuracy and health literacy standards.
  • Prepared and processed documentation for administration of quality control programs reviewing personnel records to ensure accuracy of information.
  • Examined developed information data for responses to Congressional inquiries to ensure accuracy and compliance with GSA positions.

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49. Isrs

low Demand
Here's how Isrs is used in Administrative Office Specialist jobs:
  • Identify and secure appropriate classroom/facilities for each course utilizing Integrated Student Records Systems (ISRS) software.
  • Monitor annual Foundation budget, to include preparing purchase orders utilizing the state ISRS site.
  • Scheduled all classes for the Business division using ISRS including room and faculty assignments.
  • Use ISRS Information Storage, Retrieval system - Purchase Orders and Student information.
  • Updated student information through student portal (ISRS).
  • Work in database systems such as Lumens and ISRS.

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50. Quickbooks

low Demand
Here's how Quickbooks is used in Administrative Office Specialist jobs:
  • Used QuickBooks on a daily basis to record incoming and outgoing invoices.
  • Support budgeting and bookkeeping procedures with the use of QuickBooks.
  • Initiated and utilized QuickBooks Pro software.
  • Utilize Quickbooks to enter daily receipts, invoices, vendors, payroll, etc.
  • Maintain impeccable record keeping and adhere to required timelines.Organize and prepare timely billing in QuickBooks.
  • Experienced in Quickbooks) Accounts Receivables & Account Payables.

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20 Most Common Skill for an Administrative Office Specialist

Office Supplies12.9%
Customer Service12%
Database10.9%
Financial Statements8.6%
Data Entry8.5%
Personnel Files7.6%
Scheduling Meetings5.4%
Travel Arrangements4.2%

Typical Skill-Sets Required For An Administrative Office Specialist

RankSkillPercentage of ResumesPercentage
1
1
Office Supplies
Office Supplies
9.3%
9.3%
2
2
Customer Service
Customer Service
8.7%
8.7%
3
3
Database
Database
7.8%
7.8%
4
4
Financial Statements
Financial Statements
6.2%
6.2%
5
5
Data Entry
Data Entry
6.1%
6.1%
6
6
Personnel Files
Personnel Files
5.5%
5.5%
7
7
Scheduling Meetings
Scheduling Meetings
3.9%
3.9%
8
8
Travel Arrangements
Travel Arrangements
3%
3%
9
9
Phone Calls
Phone Calls
2.6%
2.6%
10
10
Powerpoint
Powerpoint
2.5%
2.5%
11
11
Purchase Orders
Purchase Orders
2.3%
2.3%
12
12
HR
HR
1.8%
1.8%
13
13
Insurance Companies
Insurance Companies
1.8%
1.8%
14
14
Staff Members
Staff Members
1.7%
1.7%
15
15
Expense Reports
Expense Reports
1.6%
1.6%
16
16
Peoplesoft
Peoplesoft
1.6%
1.6%
17
17
Front Desk
Front Desk
1.5%
1.5%
18
18
Credit Card Transactions
Credit Card Transactions
1.4%
1.4%
19
19
Word Processing
Word Processing
1.4%
1.4%
20
20
Scheduling Appointments
Scheduling Appointments
1.3%
1.3%
21
21
Meeting Minutes
Meeting Minutes
1.3%
1.3%
22
22
Telephone Calls
Telephone Calls
1.3%
1.3%
23
23
Office Operations
Office Operations
1.3%
1.3%
24
24
Clerical Support
Clerical Support
1.2%
1.2%
25
25
Special Events
Special Events
1.2%
1.2%
26
26
Office Staff
Office Staff
1.2%
1.2%
27
27
General Public
General Public
1.2%
1.2%
28
28
Medical Records
Medical Records
1.2%
1.2%
29
29
Administrative Office
Administrative Office
1%
1%
30
30
Special Projects
Special Projects
1%
1%
31
31
Fax Machines
Fax Machines
1%
1%
32
32
Management System
Management System
1%
1%
33
33
Suite
Suite
0.9%
0.9%
34
34
Student Workers
Student Workers
0.9%
0.9%
35
35
Data Privacy
Data Privacy
0.9%
0.9%
36
36
High Volume
High Volume
0.9%
0.9%
37
37
Appropriate Person
Appropriate Person
0.9%
0.9%
38
38
External Customers
External Customers
0.8%
0.8%
39
39
Internet
Internet
0.8%
0.8%
40
40
Confidential Information
Confidential Information
0.8%
0.8%
41
41
Financial Aid
Financial Aid
0.8%
0.8%
42
42
Monthly Reports
Monthly Reports
0.8%
0.8%
43
43
Administrative Tasks
Administrative Tasks
0.8%
0.8%
44
44
Background Checks
Background Checks
0.7%
0.7%
45
45
Bank Deposits
Bank Deposits
0.7%
0.7%
46
46
Business Office
Business Office
0.7%
0.7%
47
47
DMV
DMV
0.7%
0.7%
48
48
Ensure Accuracy
Ensure Accuracy
0.7%
0.7%
49
49
Isrs
Isrs
0.7%
0.7%
50
50
Quickbooks
Quickbooks
0.7%
0.7%

30,762 Administrative Office Specialist Jobs

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