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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

  • $61,000

    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 Career Paths

Administrative Officer
Executive Assistant Office Manager Operations Manager
Operations Director
9 Yearsyrs
Executive Assistant Office Manager Human Resources Manager
Director Of Human Resources
10 Yearsyrs
Executive Assistant Office Manager
Business Manager
6 Yearsyrs
Officer Manager Property Manager
Communications Manager
6 Yearsyrs
Officer Manager Vice President
Chief Operating Officer
11 Yearsyrs
Officer Manager
Controller
9 Yearsyrs
Administrator Consultant Senior Accountant
Accounting Manager
7 Yearsyrs
Administrator Consultant Accounting Manager
Finance Manager
7 Yearsyrs
Administrator Consultant Operations Manager
Site Manager
7 Yearsyrs
Accountant Supervisor Branch Manager
Assistant Vice President
7 Yearsyrs
Accountant Accounts Payable Supervisor
Accounts Payable Manager
7 Yearsyrs
Accountant Payroll Administrator Human Resources Generalist
Human Resources Business Partner
10 Yearsyrs
Security Officer Specialist Account Executive
Relationship Manager
6 Yearsyrs
Security Officer Coordinator Human Resources Generalist
Office Manager Of Human Resources
6 Yearsyrs
Security Officer Specialist Customer Service Supervisor
Administrative Manager
6 Yearsyrs
Management Analyst Project Manager Director
Administrative Director
8 Yearsyrs
Management Analyst Business Analyst Program Manager
Associate Director
8 Yearsyrs
Management Analyst Business Analyst Senior Accountant
Accountant And Office Manager
6 Yearsyrs
Human Resources Coordinator Payroll Administrator Senior Accountant
Accounts Receivable Manager
6 Yearsyrs
Human Resources Coordinator Payroll Administrator Accounting Manager
Business Office Manager
7 Yearsyrs
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Average Length of Employment
Top Careers Before Administrative Officer
Secretary 8.8%
Officer 5.3%
Internship 4.7%
Teacher 4.0%
Manager 3.7%
Clerk 3.3%
Cashier 3.2%
Accountant 2.9%
Supervisor 2.8%
Top Careers After Administrative Officer
Officer 5.7%
Manager 5.4%
Cashier 4.8%
Consultant 3.9%
Supervisor 3.7%
Internship 3.4%
Director 3.3%
Teacher 3.1%

Do you work as an Administrative Officer?

Average Yearly Salary
$61,000
Show Salaries
$42,000
Min 10%
$61,000
Median 50%
$61,000
Median 50%
$61,000
Median 50%
$61,000
Median 50%
$61,000
Median 50%
$61,000
Median 50%
$61,000
Median 50%
$87,000
Max 90%
Best Paying Company
UBS Americas
Highest Paying City
Urban Honolulu, HI
Highest Paying State
Hawaii
Avg Experience Level
4.0 years
How much does an Administrative Officer make at top companies?
The national average salary for an Administrative Officer in the United States is $61,168 per year or $29 per hour. Those in the bottom 10 percent make under $42,000 a year, and the top 10 percent make over $88,000.

The largest raises come from changing jobs.

See what's out there.

Real Administrative Officer Salaries

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

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Top Skills for An Administrative Officer

  1. Personnel Files
  2. Administrative Procedures
  3. Financial Management
You can check out examples of real life uses of top skills on resumes here:
  • Provided advice and assistance to department personnel to ensure personnel files maintained and all documents properly signed.
  • Interpreted instructions from higher echelon and provided advice to management on administrative procedures that improved the organization's performance.
  • Budget and Financial Management - Perform budget formulation interpretation and administers the formulation and justification of the budget for the organization.
  • Purchased office supplies; equipment and big-ticket items for the facility through the use of expenditure vouchers and corporate credit card.
  • Interpreted administrative policies, developed and implemented organizational policies, defined administrative requirements and provided advice on management issues.

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Top 10 Best States for Administrative Officers

  1. District of Columbia
  2. Massachusetts
  3. Hawaii
  4. Connecticut
  5. North Dakota
  6. Minnesota
  7. Maryland
  8. California
  9. New Jersey
  10. Rhode Island
  • (95 jobs)
  • (352 jobs)
  • (20 jobs)
  • (84 jobs)
  • (24 jobs)
  • (161 jobs)
  • (232 jobs)
  • (1,040 jobs)
  • (180 jobs)
  • (28 jobs)

Administrative Officer Resume Examples And Tips

The average resume reviewer spends between 5 to 7 seconds looking at a single resume, which leaves the average job applier with roughly six seconds to make a killer first impression. Thanks to this, a single typo or error on your resume can disqualify you right out of the gate. At Zippia, we went through over 7,228 Administrative Officer resumes and compiled some information about how best to optimize them. Here are some suggestions based on what we found, divided by the individual sections of the resume itself.

Learn How To Create A Top Notch Administrative Officer Resume

View Resume Examples

Administrative Officer Demographics

Gender

Female

52.5%

Male

40.5%

Unknown

7.0%
Ethnicity

White

53.8%

Hispanic or Latino

16.5%

Black or African American

13.6%

Asian

10.3%

Unknown

5.8%
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Foreign Languages Spoken

Spanish

37.9%

French

11.7%

Chinese

5.7%

Mandarin

4.7%

German

4.7%

Arabic

4.7%

Japanese

3.5%

Urdu

3.5%

Italian

2.8%

Hindi

2.5%

Dari

2.5%

Korean

2.2%

Filipino

2.2%

Russian

2.2%

Tagalog

2.2%

Portuguese

2.2%

Thai

1.6%

Cantonese

1.3%

Swedish

0.9%

Vietnamese

0.9%
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Administrative Officer Education

Schools

Strayer University

11.1%

University of Maryland - University College

9.4%

Webster University

6.8%

American University

6.5%

Saint Leo University

6.2%

Harrisburg Area Community College - Harrisburg

5.5%

Northern Virginia Community College

5.2%

Excelsior College

4.9%

National University

4.6%

Ashford University

4.2%

American InterContinental University

4.2%

George Washington University

3.9%

Pennsylvania State University

3.9%

Columbia Southern University

3.6%

Campbell University

3.6%

Prince George's Community College

3.3%

Montgomery College

3.3%

University of Maryland - College Park

3.3%

Southern Illinois University Carbondale

3.3%

Old Dominion University

3.3%
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Majors

Business

33.5%

Accounting

7.8%

Management

6.4%

Criminal Justice

6.0%

Human Resources Management

4.8%

Finance

3.9%

Public Administration

3.6%

Political Science

3.3%

Law

3.3%

English

3.1%

Psychology

3.1%

Health Care Administration

3.0%

Economics

2.6%

Computer Science

2.6%

Nursing

2.6%

Education

2.6%

Communication

2.1%

Marketing

2.0%

Sociology

2.0%

International Relations

1.6%
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Degrees

Bachelors

45.3%

Masters

24.1%

Associate

9.0%

Certificate

7.0%

High School Diploma

6.5%

Diploma

5.6%

Doctorate

2.2%

License

0.4%
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Updated May 18, 2020