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Become An Administrative Officer

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Working As An Administrative Officer

  • Interacting With Computers
  • Getting Information
  • Performing Administrative Activities
  • Communicating with Supervisors, Peers, or Subordinates
  • Establishing and Maintaining Interpersonal Relationships
  • Mostly Sitting

  • Repetitive

  • $83,685

    Average Salary

What Does An Administrative Officer Do

Secretaries and administrative assistants perform routine clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

Duties

Secretaries and administrative assistants typically do the following:

  • Answer telephones and take messages or transfer calls
  • Schedule appointments and update event calendars
  • Arrange staff meetings
  • Handle incoming and outgoing mail and faxes
  • Prepare memos, invoices, or other reports
  • Edit documents
  • Maintain databases and filing systems, whether electronic or paper
  • Perform basic bookkeeping

Secretaries and administrative assistants perform a variety of clerical and administrative duties that are necessary to run an organization efficiently. They use computer software to create spreadsheets; manage databases; and prepare presentations, reports, and documents. They also may negotiate with vendors, buy supplies, and manage stockrooms or corporate libraries. Secretaries and administrative assistants also use videoconferencing, fax, and other office equipment. Specific job duties vary by experience, job title, and specialty.

Executive secretaries and executive administrative assistants provide high-level administrative support for an office and for top executives of an organization. They often handle more complex responsibilities, such as reviewing incoming documents, conducting research, and preparing reports. Some also supervise clerical staff.

Legal secretaries perform work requiring knowledge of legal terminology and procedures. They prepare legal documents, such as summonses, complaints, motions, and subpoenas under the supervision of an attorney or a paralegal. They also review legal journals and help with legal research—for example, by verifying quotes and citations in legal briefs.

Medical secretaries transcribe dictation and prepare reports or articles for physicians or medical scientists. They also take simple medical histories of patients, arrange for patients to be hospitalized, or process insurance payments. Medical secretaries need to be familiar with medical terminology and codes, medical records, and hospital or laboratory procedures.

Secretaries and administrative assistants, except legal, medical, and executive is the largest subcategory of secretaries and administrative assistants. They handle an office’s administrative activities in almost every sector of the economy, including schools, government, and private corporations. For example, secretaries in schools are often responsible for handling most of the communications among parents, students, the community, teachers, and school administrators. They schedule appointments, receive visitors, and keep track of students’ records.

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How To Become An Administrative Officer

High school graduates who have experience using computer software applications, such as word processing and spreadsheets, usually qualify for entry-level positions. Although most secretaries learn their job in several weeks, many legal and medical secretaries require additional training to learn industry-specific terminology. Executive secretaries usually need several years of related work experience.

Education

High school graduates can take courses in word processing and office procedures at technical schools or community colleges. Some temporary placement agencies also provide training in word processing, spreadsheet, and database software.

Some medical and legal secretaries learn industry-specific terminology and practices by attending courses offered at community colleges or technical schools. For executive secretary positions, employers increasingly prefer to hire those who have taken some college courses or have a bachelor’s degree.

Training

Secretaries and administrative assistants typically learn their skills through short-term on-the-job training, usually lasting a few weeks. During this time they learn about administrative procedures, including how to prepare documents. Medical and legal secretaries’ training may last several months as they learn industry-specific terminology and practices.

Work Experience in a Related Occupation

Executive secretaries can gain experience by working in administrative positions that have less challenging responsibilities. Many secretaries and administrative assistants advance to higher level administrative positions.

Licenses, Certifications, and Registrations

Although not required, certification can demonstrate competency to employers.

The International Association of Administrative Professionals offers the Certified Administrative Professional (CAP) certification. Candidates must have a minimum of 2 to 4 years of administrative work experience, depending on their level of education, and pass an examination.

Legal secretaries have several certification options. For example, those with 1 year of general office experience, or who have completed an approved training course, can acquire the Accredited Legal Professional (ALP) certification through a testing process administered by NALS (previously known as National Association of Legal Secretaries). NALS also offers the Professional Legal Secretary (PLS) certification, considered to be an advanced certification for legal support professionals.

The Certified Legal Secretary Specialist (CLSS) certification is conferred by Legal Secretaries International in areas such as intellectual property, criminal law, civil litigation, probate, and business law. Candidates typically need to have 5 years of legal experience and pass an examination to become certified.

Advancement

Secretaries and administrative assistants generally advance to other administrative positions with more responsibilities, such as office supervisor, office manager, or executive secretary.

With additional training, many legal secretaries become paralegals or legal assistants.

Important Qualities

Integrity. Many secretaries and administrative assistants are trusted to handle sensitive information. For example, medical secretaries collect patient data that is required, by law, to be kept confidential in order to protect patient privacy.

Interpersonal skills. Secretaries and administrative assistants interact with clients, customers, or staff. They should communicate effectively and be courteous when interacting with others to create a positive work environment and client experience.

Organizational skills. Secretaries and administrative assistants keep files, folders, and schedules in proper order so an office can run efficiently.

Writing skills. Secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

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Administrative Officer Jobs

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Administrative Officer Career Paths

Administrative Officer
Human Resources Manager Property Manager Accountant
Accounting Manager
8 Yearsyrs
Human Resource Officer Director Of Human Resources Program Director
Administrative Director
8 Yearsyrs
Assistant Vice President Office Manager
Administrative Manager
6 Yearsyrs
Executive Officer Program Manager General Manager
Business Manager
7 Yearsyrs
Management Analyst Senior Analyst Accounting Manager
Business Office Manager
8 Yearsyrs
Operations Officer Program Manager Operations Director
Chief Operating Officer
12 Yearsyrs
Human Resources Assistant Specialist Case Manager
Clinical Manager
8 Yearsyrs
Program Analyst Data Analyst
Data Manager
6 Yearsyrs
Project Manager Senior Manager Assistant Director
Director Of Admissions
7 Yearsyrs
Operations Officer Operations Manager Human Resources Manager
Director Of Human Resources
10 Yearsyrs
Human Resources Manager Project Manager General Manager
Facilities Manager
7 Yearsyrs
Program Manager General Manager Sales Consultant
Finance Manager
7 Yearsyrs
Human Resources Assistant Human Resources Coordinator Human Resources Generalist
Human Resources Business Partner
10 Yearsyrs
Human Resource Officer Human Resources Manager Production Manager
Logistics Manager
7 Yearsyrs
Assistant Vice President Finance Consultant Office Manager
Office Manager Of Human Resources
7 Yearsyrs
Program Manager Product Manager General Manager
President/Chief Executive Officer
11 Yearsyrs
Management Analyst Operations Manager Branch Manager
Relationship Manager
6 Yearsyrs
Executive Officer Chief Of Operations Program Manager
Service Director
10 Yearsyrs
Program Analyst Project Manager General Manager
Site Manager
7 Yearsyrs
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Do you work as an Administrative Officer?

Help others decide if this is a good career for them

Average Length of Employment
Top Employers Before
Secretary 9.6%
Officer 6.3%
Manager 4.5%
Internship 4.3%
Teacher 3.7%
Supervisor 3.2%
Clerk 3.1%
Top Employers After
Officer 7.1%
Manager 4.8%
Supervisor 3.9%
Consultant 3.7%
Director 3.7%
Teacher 3.6%
Secretary 3.4%

Do you work as an Administrative Officer?

Administrative Officer Demographics

Gender

Female

55.6%

Male

41.1%

Unknown

3.3%
Ethnicity

White

54.0%

Hispanic or Latino

16.6%

Black or African American

12.9%

Asian

10.4%

Unknown

6.1%
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Languages Spoken

Spanish

38.1%

French

11.5%

Mandarin

5.5%

Chinese

5.0%

Arabic

5.0%

German

4.6%

Japanese

4.6%

Russian

2.8%

Italian

2.8%

Tagalog

2.8%

Filipino

2.3%

Portuguese

2.3%

Urdu

2.3%

Korean

1.8%

Thai

1.8%

Cantonese

1.8%

Hindi

1.4%

Vietnamese

1.4%

Dari

1.4%

Turkish

0.9%
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Administrative Officer Education

Schools

University of Phoenix

18.9%

Strayer University

8.7%

University of Maryland - University College

8.4%

Northern Virginia Community College

6.3%

Webster University

5.8%

Ashford University

5.2%

Saint Leo University

4.5%

American InterContinental University

4.2%

Liberty University

4.2%

American University

4.2%

Troy University

3.7%

Columbia Southern University

3.4%

Georgetown University

3.1%

Florida International University

3.1%

Old Dominion University

2.9%

Excelsior College

2.9%

Prince George's Community College

2.6%

University of North Carolina at Greensboro

2.6%

University of Maryland - College Park

2.6%

George Mason University

2.6%
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Majors

Business

35.2%

Accounting

7.8%

Management

6.8%

Human Resources Management

5.9%

Criminal Justice

5.0%

Public Administration

4.6%

Finance

3.7%

Health Care Administration

3.2%

Law

3.2%

Psychology

3.0%

Political Science

3.0%

Education

2.5%

Computer Science

2.4%

English

2.3%

Communication

2.2%

Project Management

2.0%

Marketing

2.0%

Economics

2.0%

General Studies

1.7%

Nursing

1.7%
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Degrees

Bachelors

33.6%

Masters

28.5%

Other

19.1%

Associate

6.9%

Certificate

6.0%

Doctorate

3.4%

Diploma

2.1%

License

0.3%
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Job type you want
Full Time
Part Time
Internship
Temporary

Real Administrative Officer Salaries

Job Title Company Location Start Date Salary
Administrative Officers Lycee Francais de New York New York, NY Aug 01, 2012 $120,000 -
$200,000
Administrative Officer (FCM Compliance) Barclays Services Corp. New York, NY Jan 01, 2013 $119,500 -
$200,000
Administrative Officer Graruda Enterprises, Inc. Houston, TX May 25, 2016 $101,192
Administrative Officer Heartflight Management Services, LLC Short Hills, NJ Aug 25, 2016 $100,339
Administrative Officer Spring Branch Medical Supply Houston, TX Jul 01, 2015 $97,989
Administrative Officer 3 University of California, Berkeley Berkeley, CA Oct 19, 2015 $93,808
Trust Administrative Officer Jpmorgan Chase & Co. New York, NY Dec 10, 2012 $93,600
Trust Administrative Officer Jpmorgan Chase & Co. New York, NY Jun 20, 2012 $93,600
Administrative Officer Peadler, LLC San Francisco, CA Oct 06, 2016 $70,958 -
$208,700
Administrative Officer Scholastic Prep Inc. NY May 25, 2016 $68,900
Administrative Officer 6 Pleasant Ridge LLC NY Aug 18, 2016 $68,850
Administrative Officer JNY & JNY, Inc. NY Nov 03, 2016 $67,700
Administrative Officer SONU LLC Houston, TX Feb 01, 2014 $57,956
Administrative Officer Vanderbilt University Nashville, TN Jun 25, 2010 $56,760
Administrative Officer Howard University Washington, DC Feb 01, 2012 $55,407
Administrative Officer 6 Pleasant Ridge LLC NY Jan 30, 2012 $55,300
Administrative Officer Christ Life Ministries Inc. New York, NY Feb 21, 2014 $50,000
Administrative Officer New JIGU Trading Corp. NY Nov 03, 2010 $48,001
Administrative Officer Smartax Group Inc. Dallas, TX Jan 09, 2016 $48,000
Administrative Officer Christ Life Ministries Inc. New York, NY Jul 18, 2011 $46,000
Administrative Officer New JIGU Trading Corp. NY Jun 11, 2010 $44,871
Administrative Officer The Cultural Exchange LLC New York, NY Sep 01, 2014 $44,512
Administrative Officer The Cultural Exchange LLC New York, NY Jan 08, 2016 $44,366
Administrative Officer KOAM Physical Therapy, PC NY Dec 14, 2009 $43,827
Administrative Officer The Cultural Exchange LLC New York, NY Sep 01, 2014 $42,786
Administrative Officer NYEX Corporation New York, NY Oct 08, 2009 $41,740
Administrative Officer Elim International, Inc. NY Apr 23, 2009 $41,740
Administrative Officer Grace Apparel of Ny Inc. New York, NY Sep 16, 2008 $41,740

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Top Skills for An Administrative Officer

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  1. Personnel
  2. Administrative Procedures
  3. Financial Management
You can check out examples of real life uses of top skills on resumes here:
  • Established new military training division and created leadership training program for approximately 800 military personnel.
  • Evaluated established office/administrative procedures determining changes, independently effecting those changes.
  • Budget and Financial Management - Perform budget formulation interpretation and administers the formulation and justification of the budget for the organization.
  • Evaluated, identified, and resolved operational, administrative, payroll, disciplinary and performance related issues.
  • Interpreted administrative policies, developed and implemented organizational policies, defined administrative requirements and provided advice on management issues.

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Top Administrative Officer Employers

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Jobs From Top Administrative Officer Employers

Administrative Officer Videos

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