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 representing typical tasks they are likely to perform in their roles.

  • Manage and update social media outlets including Facebook and LinkedIn.
  • 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.
  • Provide executive support for implementation, administration, and maintenance of database and spreadsheet programs.
  • Scan database for availability of routes, pick-up history, renewed/issued/terminate permits and compile information for AAH quarterly reports.
  • Coordinate accessibility into main office building along with identification badge and process direct deposit via state guidelines for payroll.
  • Develop internal correspondence that facilitate effective communication.
  • Field phone calls.-schedule patients and confirm appointments.-Tracked patients through spreadsheets.-place orders for supplements.-Entered sales receipts into QuickBooks.-Balanced billing invoices.
  • Develop internal correspondence that facilitate effective communication.
Administrative Office Specialist Traits
Interpersonal skills involves being able to communicate efficiently with multiple people regarding your thoughts, ideas and feedback.
Writing skills is important when it comes to clearing expressing yourself in any written document.
Organizational skills are essential to working as efficiently as possible through being able to focus on projects at hand while also keeping a clean workspace.

Administrative Office Specialist Job Description

When it comes to understanding what an administrative office specialist does, you may be wondering, "should I become an administrative office specialist?" The data included in this section may help you decide. Compared to other jobs, administrative office specialists have a growth rate described as "decline" at -7% between the years 2018 - 2028, according to the Bureau of Labor Statistics. In fact, the number of administrative office specialist opportunities that are predicted to open up by 2028 is -276,700.

On average, the administrative office specialist annual salary is $34,093 per year, which translates to $16.39 an hour. Generally speaking, administrative office specialists earn anywhere from $25,000 to $45,000 a year, which means that the top-earning administrative office specialists make $20,000 more than the ones at the lower end of the spectrum.

As is the case with most jobs, it takes work to become an administrative office specialist. Sometimes people change their minds about their career after working in the profession. That's why we looked into some other professions that might help you find your next opportunity. These professions include an office worker, office aide, office administrator, and clerical specialist.

Administrative Office Specialist Jobs You Might Like

Administrative Office Specialist Resume Examples

Administrative Office Specialist Skills and Personality Traits

We calculated that 22% of Administrative Office Specialists are proficient in Customer Service, Data Entry, and Office Procedures. 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, 22%

    Provided outstanding customer service with impeccable organizational skills, while thriving in a deadline driven environment.

  • Data Entry, 6%

    Performed data entry of individual and corporate/business tax returns in to departmental systems and databases for processing.

  • Office Procedures, 5%

    Coordinated and maintained office procedures with corporate Headquarters.

  • Word Processing, 5%

    Handled all office communications to include word processing and correspondence.

  • Office Supplies, 4%

    Conduct equipment inventory, including ordering and maintaining office supplies.

  • Database, 4%

    Scanned database for availability of routes, pick-up history, renewed/issued/terminated permits and compiled information for AAH quarterly reports.

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

  • Arguably the most important personality trait for an administrative office specialist to have happens to be interpersonal skills. An example from a resume said this about the skill, "secretaries and administrative assistants interact with clients, customers, or staff" Additionally, other resumes have pointed out that administrative office specialists can use interpersonal skills to "utilize interpersonal communication skills in order to correspond with clients regarding investment account reviews. "
  • Another commonly found skill for being able to perform administrative office specialist duties is the following: writing skills. According to a administrative office specialist resume, "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." Check out this example of how administrative office specialists use writing skills: "answer phones, copy, report writing, setting up conference rooms, schedule client intakes and data entry. "
  • Organizational skills is also an important skill for administrative office specialists to have. This example of how administrative office specialists use this skill comes from a administrative office specialist resume, "secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently." Read this excerpt from a resume to understand how vital it is to their everyday roles and responsibilities, "worked on sharepoint for workforce development department.information security created an organizational security policy plan using cyber security framework. "
  • See the full list of administrative office specialist skills.

    After discovering the most helpful skills, we moved onto what kind of education might be helpful in becoming an administrative office specialist. We found that 46.8% of administrative office specialists have graduated with a bachelor's degree and 5.2% of people in this position have earned their master's degrees. While most administrative office specialists have a college degree, you may find it's also true that generally it's possible to be successful in this career with only a high school degree. In fact, our research shows that one out of every five administrative office specialists were not college graduates.

    The administrative office specialists who went onto college to earn a more in-depth education generally studied business and psychology, while a small population of administrative office specialists studied accounting and criminal justice.

    When you're ready to become an administrative office specialist, you might wonder which companies hire administrative office specialists. According to our research through administrative office specialist resumes, administrative office specialists are mostly hired by University-Minnesota Physician, Federal Bureau of Investigation, and HSS. Now is a good time to apply as University-Minnesota Physician has 3 administrative office specialists job openings, and there are 1 at Federal Bureau of Investigation and 1 at HSS.

    Since salary is important to some administrative office specialists, it's good to note that they are figured to earn the highest salaries at Citigroup, 22nd Century Technolgies, and Hospital for Special Surgery. If you were to take a closer look at Citigroup, you'd find that the average administrative office specialist salary is $38,277. Then at 22nd Century Technolgies, administrative office specialists receive an average salary of $37,370, while the salary at Hospital for Special Surgery is $36,715.

    View more details on administrative office specialist salaries across the United States.

    We also looked into companies who hire administrative office specialists from the top 100 educational institutions in the U.S. The top three companies that hire the most from these institutions include University of California Press, United States Army, and Kelly Services.

    The industries that administrative office specialists fulfill the most roles in are the education and health care industries. But the highest administrative office specialist annual salary is in the hospitality industry, averaging $39,935. In the health care industry they make $35,535 and average about $35,231 in the education industry. In conclusion, administrative office specialists who work in the hospitality industry earn a 13.5% higher salary than administrative office specialists in the government industry.

    The three companies that hire the most prestigious administrative office specialists are:

      What Office Workers Do

      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.

      In this section, we compare the average administrative office specialist annual salary with that of an office worker. Typically, office workers earn a $935 lower salary than administrative office specialists earn annually.

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

      These skill sets are where the common ground ends though. An administrative office specialist responsibility is more likely to require skills like "scheduling meetings," "sick leave," "phone calls," and "hr." Whereas a office worker requires skills like "communication," "personal computers," "file papers," and "office machines." Just by understanding these different skills you can see how different these careers are.

      Office workers receive the highest salaries in the manufacturing industry coming in with an average yearly salary of $27,109. But administrative office specialists are paid more in the hospitality industry with an average salary of $39,935.

      Office workers tend to reach similar levels of education than administrative office specialists. In fact, office workers are 2.6% less likely to graduate with a Master's Degree and 0.3% less likely to have a Doctoral Degree.

      What Are The Duties Of an 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.

      Now we're going to look at the office aide profession. On average, office aides earn a $5,969 lower salary than administrative office specialists a year.

      While the salary may be different for these job positions, there is one similarity and that's a few of the skills needed to perform certain duties. We used info from lots of resumes to find that both administrative office specialists and office aides are known to have skills such as "customer service," "data entry," and "office procedures. "

      But both careers also use different skills, according to real administrative office specialist resumes. While administrative office specialist responsibilities can utilize skills like "scheduling meetings," "sick leave," "payroll," and "hr," some office aides use skills like "office setting," "clerical tasks," "student records," and "office machines."

      It's been discovered that office aides earn lower salaries compared to administrative office specialists, but we wanted to find out where office aides earned the most pay. The answer? The government industry. The average salary in the industry is $24,389. Additionally, administrative office specialists earn the highest paychecks in the hospitality with an average salary of $39,935.

      On the topic of education, office aides earn similar levels of education than administrative office specialists. In general, they're 4.8% less likely to graduate with a Master's Degree and 0.3% less likely to earn a Doctoral Degree.

      How an Office Administrator Compares

      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.

      The office administrator profession generally makes a lower amount of money when compared to the average salary of administrative office specialists. The difference in salaries is office administrators making $39 lower than administrative office specialists.

      While looking through the resumes of several administrative office specialists and office administrators we discovered that both professions have similar skills. These similarities include skills such as "customer service," "data entry," and "office procedures," but they differ when it comes to other required skills.

      There are many key differences between these two careers as shown by resumes from each profession. Some of those differences include the skills required to complete responsibilities within each role. As an example of this, an administrative office specialist is likely to be skilled in "database," "scheduling meetings," "sick leave," and "payroll," while a typical office administrator is skilled in "patient care," "human resources," "daily operations," and "reception area."

      Additionally, office administrators earn a higher salary in the technology industry compared to other industries. In this industry, they receive an average salary of $42,857. Additionally, administrative office specialists earn an average salary of $39,935 in the hospitality industry.

      Office administrators typically study at similar levels compared with administrative office specialists. For example, they're 1.1% more likely to graduate with a Master's Degree, and 0.1% more likely to earn a Doctoral Degree.

      Description Of a 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.

      The fourth career we look at typically earns lower pay than administrative office specialists. On average, clerical specialists earn a difference of $6,427 lower per year.

      While their salaries may vary, administrative office specialists and clerical specialists both use similar skills to perform their jobs. Resumes from both professions include skills like "customer service," "data entry," and "office procedures. "

      Even though a few skill sets overlap, there are some differences that are important to note. For one, an administrative office specialist might have more use for skills like "database," "scheduling meetings," "sick leave," and "special projects." Meanwhile, some clerical specialists might include skills like "procedures," "patient care," "document databases," and "clerical tasks" on their resume.

      In general, clerical specialists make a higher salary in the manufacturing industry with an average of $41,810. The highest administrative office specialist annual salary stems from the hospitality industry.

      Clerical specialists reach similar levels of education when compared to administrative office specialists. The difference is that they're 1.5% more likely to earn a Master's Degree less, and 0.3% less likely to graduate with a Doctoral Degree.