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Become An Administrative Specialist

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Working As An Administrative Specialist

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

  • Mostly Sitting

  • Repetitive

  • $63,360

    Average Salary

What Does An Administrative Specialist Do At Lowe's

* Maintains accurate payroll records (e.g. enters weekly payroll data, tracks vacation, holiday, and sick hours, provides exception reporting as needed)
* Orders and Maintains adequate supplies for office use, while keeping within established budgets
* Fields and screens incoming telephone calls, letters, and/or visitors, answers routine questions, and furnishes information, when possible, to save the supervisor’s time.
* Organizes and maintains office files and records in and effective and efficient manner; keeps all office areas neat and presentable at all times.
* Acts as the contact person for internal and external customers and uses independent judgment to respond to requests for information or to refer more complex requests to appropriate staff members; follows up to ensure issues have been resolved.
* Handles confidential and sensitive information in a discrete and tactful manner.
* Makes day to day decisions, requiring knowledge of department policies and procedures
* Opens and distributes mail.
* Responds with form letter to routine requests.
* Organizes and expedites flow of work through Supervisor’s office.
* Initiates follow-up action.
* Drafts, produces, proofreads and edits correspondence and other documents.
* Gathers, summarizes, and verifies relevant data and information in spreadsheets and databases as directed; may conduct research.
* Produces a variety of routine and complex documents, reports, and other correspondence for the department in a timely manner
* May design reports, presentations, or correspondence using advanced word processing, layout and graphic functions under Supervisor’s direction.
* Schedules appointments and maintains calendars for department and/or Supervisor; proactively checks calendar requests and looks ahead to avoid conflicts.
* Assists in preparing agendas for meetings, organizing supporting documents for meetings, and taking meeting minutes; Coordinates all aspects of Divisional/Departmental meetings
* Coordinates and manages special events, including scheduling dates, sending invitations, providing logistical support, catering, ordering supplies and materials.
* Makes travel arrangements (flight, hotel, rental car, itinerary, etc) and serves as contact person for attendees.
* Proactively prepares materials (reports, binders, itineraries, passports, etc) needed for a successful and productive trip.
* Assists department personnel with entering travel expenses in Necho.
* Helps to onboard new employees by arranging workspace, arranging computer equipment, supplies, etc.
* Process Employee transfers and terminations in a timely manner
* Assists with department budget or expense reports; may perform some analysis or make projections about department budgets; produces spreadsheet reports as requested.
* Serves as a mentor to other Administrative Specialists
* Additional Duties and Responsibilities:
* Ensures office equipment is properly maintained and serviced
* Serve as back up for other Administrative professionals during lunch periods and vacations.
* Performs other duties as assigned

What Does An Administrative Specialist Do At International Paper

* Entering safety training data in MyLearning
* Serving as back-up for Payroll
* Maintaining data for the mill, including mill distribution lists, org charts, GMS scorecards
* Providing assistance to lead team members as needed, including ordering supplies, answering phones, maintaining lead team agendas
* Helping with coordination of mill and community special events (i.e., United Way, Quarter Century Society, mill feeds and give-aways)
* Performing financial functions as required (setting up vendors, procurement card recordkeeping, receiving and logging checks)
* Coordinating large events (ordering meals and supplies, obtaining PPE for visitors, assembling materials)
* Assisting with HR Initiatives, including one-to-one tracking and admin support for certification process
* To be successful in this role, the individual must be willing to help others in the admin area and in the mill as needed, adapt easily to frequently changing priorities, and maintain a positive attitude.
* The position requires a self-starter who can anticipate the needs of multiple managers, prioritize his/her own work effectively and convey a positive image to community and corporate stakeholders.
* A minimum of five years’ administrative experience is required for this position.
* Excellent computer skills (Excel, Word, PowerPoint and Outlook), good analytical skills and outstanding communication required

What Does An Administrative Specialist Do At Us House of Representative

* Provide assistance to walk-in customers as appropriate, as well as greeting visitors and ensuring they are treated in a courteous, polite, and professional manner.
* Provide and project positive customer-focused professional image in all interactions.
* Handle incoming calls; answer routine inquiries; track, forward, and/or take messages as appropriate; and ensure that adequate phone coverage is maintained during official business hours.
* Coordinate badging process for CAO staff and vendors including facilitation of the US Capitol Police Fingerprint process, tracking of results and notification of approval to ID Services.
* Facilitate 3-year renewal process for CAO vendors, assignment of new badges each new Congress and additional badging/ID services as assigned.
* Coordinate CAO staff parking assignments through Parking and Security Services.
* Coordinate important administrative duties in support of the office such as distributing communication, collecting forms or paperwork and creating or tracking official correspondence and memorandums as requested.
* Perform a wide variety of financial, accounting and procurement duties including managing procurement of equipment, office supplies and other goods and services; creating requisitions for purchase orders; validating invoices for receipt of goods and services; preparing vouchers for vendors and employee reimbursements; and/or managing accounts receivable and related collections.
* Assist in the review, analysis and reconciliation of financial data and reports related to purchase orders, payroll, equipment, consolidated billings for items such as office supplies, bottled water and postage, telecommunications and other expenses.
* Administer purchase card for office purchases and prepare monthly reconciliation for review and approval.
* Assist in the planning, formulation and execution of the Human Resources annual fiscal year budget.
* Carry out special projects as assigned.
* Schedule meetings, conferences and teleconferences as requested.
* Perform other official duties as assigned

What Does An Administrative Specialist Do At Pfizer

* Coordinate and proactively manage complex calendars and meeting schedules
* Networking: To establish good working relations with staff across lines and sites, and collaborate and manage relationships at all levels to facilitate smooth operations and needed help for TCB.
* To also build rapport with TCB staff and heighten connectedness.
* Process Improvement: Work with relevant personnel across Pfizer to improve policies/procedures as necessary
* Problem solving: Proactively identify or anticipate issues and use judgment to expeditiously resolve all issues including the most urgent
* Quickly learning internal systems/processes: SharePoint, PT&E, Ariba, cross-site, ENGAGE, Workday, etc.
* Projection: Handle all duties with a high degree of integrity, professionalism, and a high degree of confidentiality
* Large/Critical Meetings: Manage and coordinate
* Speaker Engagements: using Pfizer's compliance review processes to bring in a speaker.
* Expert use of time management skills needed to coordinate various processes to reduce lag time.
* Travel: Coordinate domestic and international travel, anticipating conflicts and using diplomacy to resolve problems
* Expense reports/invoices/POs: Create, review, and process using Pfizer systems

What Does An Administrative Specialist Do At Rose International Inc.

* o Acts as the face of Company and concierge for leadership and executive level candidates (internal and external) in a manner that positively impacts their perception of the company
* o Supports and maintains strong relationships with internal and external stakeholders (i.e., search firms and global internal partners)
* o Manages and coordinates complex interview schedules (telephone, video and on-site) with candidates and Company leadership/executives in multiple time zones and multiple countries, including travel arrangements (air, hotel, and ground transportation)
* o Ensures candidates and interviewers have all necessary information (i.e., interview itinerary, resume, travel itinerary, job description etc.) to ensure a positive experience for all.
* o Ensures the interview day runs smoothly for candidates and interviewers by monitoring the progress throughout the day.
* o Sends offer letters and conditional documents to new hires.
* o Partners with the HR Atlas team to ensure that new hire paperwork is received for input into Workday.
* o Initiates the relocation process when applicable.
* o Tracks and processes invoices from search firms and candidate expense reimbursements.
* o Utilizes the Applicant Tracking System (ATS) as needed

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How To Become An Administrative Specialist

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 Specialist jobs

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Administrative Specialist Demographic

Gender

  • Female

    74.3%

  • Male

    23.5%

  • Unknown

    2.2%

Ethnicity

  • White

    80.9%

  • Hispanic or Latino

    10.5%

  • Asian

    6.7%

  • Unknown

    1.4%

  • Black or African American

    0.6%
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Languages Spoken

  • Spanish

    60.3%

  • French

    8.0%

  • Portuguese

    3.4%

  • German

    3.2%

  • Japanese

    3.1%

  • Chinese

    2.9%

  • Russian

    2.5%

  • Mandarin

    2.4%

  • Arabic

    2.4%

  • Italian

    1.7%

  • Hindi

    1.5%

  • Korean

    1.5%

  • Urdu

    1.4%

  • Carrier

    1.2%

  • Vietnamese

    1.0%

  • Hmong

    1.0%

  • Swedish

    0.7%

  • Cantonese

    0.7%

  • Polish

    0.7%

  • Dari

    0.5%
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Administrative Specialist

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Administrative Specialist Typical Career Paths

Administrative Specialist Education

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Real Administrative Specialist Salaries

Job Title Company Location Start Date Salary
Administrative Specialist SNF Group Corp Miami, FL Mar 17, 2016 $110,800
Administrative Specialist Finka Realty Group LLC Miami, FL Apr 19, 2016 $110,800
Administrative Specialist Cup Culture Corporation Irvine, CA Nov 21, 2016 $99,757
Administrative Specialist CGI Technologies and Solutions Inc. Sacramento, CA Sep 06, 2013 $85,000
Program Administrative Specialist III Virginia Department of Transportation Suffolk, VA Feb 10, 2011 $75,000
Program Administrative Specialist III Virginia Department of Transportation Suffolk, VA Oct 17, 2012 $75,000
Administrative Specialist TEX-Ellent, Inc. (DBA. Paramount Textiles) Los Angeles, CA Oct 25, 2011 $73,588
Administrative Specialist Prestige Network Resource Consulting Inc. Los Angeles, CA May 19, 2011 $73,588
Finance & Administrative Specialist Dyyno Inc. Palo Alto, CA Mar 13, 2012 $70,228
Process and Administration Specialist Aggreko LLC Houston, TX Oct 14, 2016 $65,229
Administrative Specialist 2 Lawrence Berkeley National Laboratory Berkeley, CA Jan 02, 2011 $61,500
Administrative Specialist Intermed Health (Financial Analyst University of Michigan Ann Arbor, MI Apr 02, 2013 $61,000
Administrative Specialist Intermed Health (Financi University of Michigan Ann Arbor, MI Feb 04, 2013 $61,000
Administrative Specialist Ocean Blue Express Inc. Compton, CA Jul 16, 2015 $58,094
Administrative Specialist Young S. Oh & Associates, P.S. CPA Lynnwood, WA Aug 26, 2016 $56,909
Accounts and Sales Administration Specialist Wm. Wrigley Jr. Company Houston, TX Sep 28, 2012 $54,912 -
$74,381
Import Administrative Specialist O.K.K. Trading, Inc. Commerce City, CO Dec 01, 2010 $54,617
Bilingual Contract Administrator/Specialist Pacific Best Inc. El Monte, CA Oct 01, 2011 $54,617
Financial and Administrative Specialist Par Systems, Inc. Shoreview, MN Jun 25, 2011 $53,851
Business Administrative Specialist Upland Dental Implant & Orthodontics Wildomar, CA Jan 18, 2012 $53,219
Financial/Administrative Specialist Interesse International, Inc. New York, NY Apr 01, 2014 $52,759
Corporate Administrative Specialist Dentsu Holdings USA, Inc. New York, NY Sep 16, 2012 $46,384
Executive Administrative Specialist Komet USA LLC Rock Hill, SC Sep 08, 2010 $45,500
Press Administrative Specialist Smart Alabama LLC Luverne, AL Sep 15, 2011 $45,142
Press Administrative Specialist Smart Alabama LLC Luverne, AL Jan 24, 2011 $45,142
Executive Administrative Specialist Komet USA LLC Rock Hill, SC Sep 08, 2010 $44,290
Accounting/Administrative Specialist TOYO Tire North America Manufacturing Inc. White, GA Oct 01, 2013 $41,766
Administrative Specialist Atlanta USA Investment LLC Duluth, GA Sep 28, 2016 $41,642
Administrative Specialist II Iowa State University of Science and Technology Ames, IA Oct 11, 2011 $41,135

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Top Skills for An Administrative Specialist

PersonnelRecordsOfficeProceduresDatabaseManagementCustomerServicePayrollFinancialReportsDataEntryAdministrativeAssistancePurchaseOrdersTravelArrangementsOfficeSuppliesPolicySafetyPhoneCallsHumanResourcesPowerpointLogisticsExpenseReportsSpecialProjectsOfficeEquipment

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Top Administrative Specialist Skills

  1. Personnel Records
  2. Office Procedures
  3. Database Management
You can check out examples of real life uses of top skills on resumes here:
  • Manage and maintain personnel records for all staff.
  • Developed internal office procedures and guidelines.
  • Utilized office automation applications and graphic presentations to maintain database integrity on assigned database management servers.
  • Facilitate quarterly staff meeting to provide and receive feedback around current focuses and the direct impact to customer service levels.
  • Responded to employee inquiries regarding payroll and timekeeping.

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