What does an administrative office specialist do?
An administrative office specialist helps offices to run efficiently and smoothly by performing clerical support tasks. Their responsibilities often include preparing and processing documents, arranging meetings and appointments, monitoring the budgets and expenditures, answering calls and correspondence, handling the inventory and procurement of office supplies, and developing strategies to optimize office operations. They may also address issues and concerns, resolving them promptly and professionally. Furthermore, as an administrative office specialist, it is essential to coordinate staff, all while implementing the company's policies and regulations.
Administrative office specialist responsibilities
Here are examples of responsibilities from real administrative office specialist resumes:
- Participate in committee meetings by preparing minutes and presentation summaries, planning meeting agendas, and organizing and managing meeting logistics.
- Develop PowerPoint presentations for seminars and workshops.
- Prepare briefings for senior level management using Microsoft PowerPoint.
- Prepare bi-weekly payroll reports and special cost analyses and forecasting.
- Coordinate accessibility into main office building along with identification badge and process direct deposit via state guidelines for payroll.
- Coordinate travel arrangements in DTS; schedule mode of transportation, prepare trip folders, arrange lodging reservations and develop itineraries.
- Schedule appointments to perform HUD require interviews making sure contractors/sub-contractors follow lead-safe rules and regulations.
Administrative office specialist skills and personality traits
We calculated that 27% of Administrative Office Specialists are proficient in Customer Service, Data Entry, and Word Processing. They’re also known for soft skills such as Interpersonal skills, Writing skills, and Organizational skills.
We break down the percentage of Administrative Office Specialists that have these skills listed on their resume here:
- Customer Service, 27%
Provided outstanding customer service with impeccable organizational skills, while thriving in a deadline driven environment.
- Data Entry, 8%
Performed data entry of individual and corporate/business tax returns in to departmental systems and databases for processing.
- Word Processing, 6%
Handled all office communications to include word processing and correspondence.
- Payroll, 3%
Coordinated accessibility into main office building along with identification badge and processed direct deposit via state guidelines for payroll.
- PowerPoint, 3%
Developed effective PowerPoint presentations utilizing corporate standards, collaborated with Consultant team on slide design and content.
- Phone Calls, 3%
Received and routed incoming/outgoing correspondence/telephone calls and visitors.
Common skills that an administrative office specialist uses to do their job include "customer service," "data entry," and "word processing." You can find details on the most important administrative office specialist responsibilities below.
Interpersonal skills. One of the key soft skills for an administrative office specialist to have is interpersonal skills. You can see how this relates to what administrative office specialists do because "secretaries and administrative assistants interact with clients, customers, or staff." Additionally, an administrative office specialist resume shows how administrative office specialists use interpersonal skills: "maintain excellent interpersonal relationships with all babcock center staff. "
Writing skills. Another essential skill to perform administrative office specialist duties is writing skills. Administrative office specialists responsibilities require that "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." Administrative office specialists also use writing skills in their role according to a real resume snippet: "answer phones, copy, report writing, setting up conference rooms, schedule client intakes and data entry. "
Organizational skills. This is an important skill for administrative office specialists to perform their duties. For an example of how administrative office specialist responsibilities depend on this skill, consider that "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently." This excerpt from a resume also shows how vital it is to everyday roles and responsibilities of an administrative office specialist: "worked on sharepoint for workforce development department.information security created an organizational security policy plan using cyber security framework. ".
The three companies that hire the most administrative office specialists are:
- University of Minnesota4 administrative office specialists jobs
- JPMorgan Chase & Co.2 administrative office specialists jobs
- Hospital for Special Surgery2 administrative office specialists jobs
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Compare different administrative office specialists
Administrative office specialist vs. Office worker
An office worker is responsible for performing administrative and clerical duties to support the daily operations of the business. Office workers assist in receiving calls to respond to the clients' inquiries and concerns, as well as welcoming visitors, verifying their appointments, and leading them to the appropriate personnel and department for their business needs. They also do data processing, sorting mail, and filing documents for easy retrieval and reference, especially during meetings and company activities.
These skill sets are where the common ground ends though. The responsibilities of an administrative office specialist are more likely to require skills like "phone calls," "hr," "travel arrangements," and "provides administrative support." On the other hand, a job as an office worker requires skills like "scheduling appointments," "office machines," "computer system," and "computer programs." As you can see, what employees do in each career varies considerably.
Office workers earn the highest salaries when working in the education industry, with an average yearly salary of $40,267. On the other hand, administrative office specialists are paid more in the technology industry with an average salary of $36,820.office workers tend to reach similar levels of education than administrative office specialists. In fact, office workers are 1.4% less likely to graduate with a Master's Degree and 0.2% less likely to have a Doctoral Degree.Administrative office specialist vs. Office aide
Also called an office assistant, an office aide is someone whose responsibility focuses on secretarial and administrative tasks in health practices, schools, businesses, or any other institution. Office aides help with logistical and clerical needs like copying files, curating schedules, and answering phones. They manage and organize files, receive and direct visitors, create presentations, and answer emails. The skills they need include computer and email use, filing documents, answering multiline phone systems, and typing.
Each career also uses different skills, according to real administrative office specialist resumes. While administrative office specialist responsibilities can utilize skills like "payroll," "hr," "travel arrangements," and "provides administrative support," office aides use skills like "database systems," "scheduling appointments," "clerical tasks," and "office machines."
Office aides earn a lower average salary than administrative office specialists. But office aides earn the highest pay in the health care industry, with an average salary of $30,366. Additionally, administrative office specialists earn the highest salaries in the technology with average pay of $36,820 annually.office aides earn similar levels of education than administrative office specialists in general. They're 1.7% less likely to graduate with a Master's Degree and 0.2% more likely to earn a Doctoral Degree.Administrative office specialist vs. Office administrator
Office administrators are employees who ensure that the office is running in tip-top shape. They manage the administrative needs of the office. They answer calls directed to the official company phone, manage the inventory of supplies, take charge or purchase requisitions for needed supplies, and ensure the office equipment and fixtures are taken care of. Office administrators also manage correspondences, official memoranda, and other official company documents. They also keep track of files and records to ensure that these are properly organized. At times, office administrators also take charge of welcoming guests and accompanying them to their respective meetings.
There are many key differences between these two careers, including some of the skills required to perform responsibilities within each role. For example, an administrative office specialist is likely to be skilled in "payroll," "phone calls," "hr," and "database management," while a typical office administrator is skilled in "patients," "scheduling appointments," "human resources," and "patient care."
Office administrators earn the highest salary when working in the government industry, where they receive an average salary of $39,681. Comparatively, administrative office specialists have the highest earning potential in the technology industry, with an average salary of $36,820.Most office administrators achieve a similar degree level compared to administrative office specialists. For example, they're 0.2% less likely to graduate with a Master's Degree, and 0.1% less likely to earn a Doctoral Degree.Administrative office specialist vs. Clerical specialist
Clerical specialists are office assistants or executive secretaries offering administrative support. The specialists schedule conference meetings or calls, prepare statistical reports and correspondence, and maintain sensitive data. They manage both incoming and outgoing mails and the distribution of letters and packages to administrative offices and staff. Their job includes the redesign and reorganization of the existing filing systems of client and internal documents. They comply with corporate confidentiality, regulations, and guidelines. Skills in data entry, customer service, and medical records are necessary for this job.
Even though a few skill sets overlap between administrative office specialists and clerical specialists, there are some differences that are important to note. For one, an administrative office specialist might have more use for skills like "phone calls," "provides administrative support," "database management," and "office management." Meanwhile, some responsibilities of clerical specialists require skills like "patients," "clerical tasks," "patient appointments," and "scheduling appointments. "
In general, clerical specialists earn the most working in the government industry, with an average salary of $33,106. The highest-paying industry for an administrative office specialist is the technology industry.clerical specialists reach similar levels of education compared to administrative office specialists, in general. The difference is that they're 0.8% more likely to earn a Master's Degree, and 0.3% less likely to graduate with a Doctoral Degree.Types of administrative office specialist
Updated January 8, 2025
