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Administrative staff skills for your resume and career

Updated January 8, 2025

3 min read

Quoted experts

Dr. Mike Peterson Ph.D.,

Allison White

Below we've compiled a list of the most critical administrative staff skills. We ranked the top skills for administrative staff based on the percentage of resumes they appeared on. For example, 19.1% of administrative staff resumes contained telephone calls as a skill. Continue reading to find out what skills an administrative staff needs to be successful in the workplace.

15 administrative staff skills for your resume and career

1. Telephone Calls

Telephone calls are a communication means through which a caller is connected to the called party. The call is done through a telecommunications device called a telephone. The caller can use a landline, mobile phone, or satellite phone to make the call.

Here's how administrative staff use telephone calls:

Check all phone messages and return telephone calls, as needed, the same day.
Answer all telephone calls and direct caller to an appropriate team member.

2. Word Processing

Here's how administrative staff use word processing:

Performed all word processing, sales reports, request for proposals and all customer presentations.
Used word processing equipment or PC in performing assigned tasks.

3. Travel Arrangements

Here's how administrative staff use travel arrangements:

Processed business travel arrangements and expense reports.
Monitored inventory - Handled aspects of travel arrangements

4. Payroll

Payroll is the sum of all the compensation that an organization has to pay to employees at a specified time. Payroll is managed by the finance or HR department while small business owners may handle it themselves. Payroll isn't fixed as it varies every month due to sick leaves, overtime, etc.

Here's how administrative staff use payroll:

Maintained payroll information by collected, calculated and entered data.
Served as unit coordinator for personnel and payroll related activities.

5. Personnel Actions

A personnel action means any action taken which affects compensation, appointment, promotion, transfer, assignment, reassignment, reinstatement, evaluation of performance, layoff, dismissal, discipline, commendations, or any other action that affects the status of employment, etc. For example organizational reassignment, hiring an employee, or an employee leaving the company, are represented by separate personnel actions.

Here's how administrative staff use personnel actions:

Managed multiple administrative and personnel actions effectively Provided proper assistance and customer support timely and effectively.
Insure accuracy and quality of miscellaneous administrative and personnel actions forwarded to higher headquarters.

6. Financial Reports

Here's how administrative staff use financial reports:

Create various financial reports for use by the laboratory community as well as MIT campus.
Helped prepare and implement the spacecraft s budget and other financial reports.

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7. Front Desk

Here's how administrative staff use front desk:

Job Tasks: Answering phones at the front desk as well as signing patients in and out of the office.
Run Front Desk daily operation as well as computers room services.

8. Administrative Functions

Administrative Functions all revolve around planning and managing business operations. Administrators engage in the planning and execution of different business objectives, implementing workplace policies, and organizing resources efficiently. Every action that is a step towards the business's goals is covered by Administrative Functions.

Here's how administrative staff use administrative functions:

Conducted interviews on new clients while performing administrative functions.
Handled HR/administrative functions, and supervised PA/non-PA secretarial/clerical staff.

9. Scheduling Appointments

Scheduling appointments is the practice of finding a free slot with the person(s) you want to meet. The process of scheduling appointments involves finding mutually free time, negotiating follow-ups, sending reminders, and creating new appointments. Scheduling appointments is important to ensure that the timings of consecutive meetings do not clash with each other.

Here's how administrative staff use scheduling appointments:

Front office receptionist responsible for scheduling appointments, taking payments, answering phones, faxing documents, and greeting patients.
Increased overall efficiency by scheduling appointments, following up with referrals, and developed contract language to verify benefit eligibility.

10. Resource Management

Resource management is under what you call project management, wherein it is used to manage a business. This particular skill involves planning, creating, developing, implementing, and adapting certain information or data related to a project.

Here's how administrative staff use resource management:

Work duty Activity planning and executing Editor of library publication Human resource management Library related paperwork

11. Hard Copy

Here's how administrative staff use hard copy:

Assisted in upkeep of 3,500 patient's confidential medical records both digitally and in hard copy !
Keep and Maintained important hard copy of company file.

12. Purchase Orders

Here's how administrative staff use purchase orders:

Retail, Customer Service, Inventory, Cash Handling, Purchase Orders, Invoices, Staff Scheduling, Promotions and Merchandising.
Full Cycle Accounts Payable, Invoicing (High Volume++), Purchase Orders, Match invoices, and Code accurately.

13. Administrative Tasks

Here's how administrative staff use administrative tasks:

Perform administrative tasks supporting multiple executives and team members to help the business development organization run efficiently and effectively.
Managed church finances and performed daily administrative tasks.

14. Expense Reports

Here's how administrative staff use expense reports:

Expedited internal and external correspondence, arranged travel, managed calendars, created presentations and processed expense reports.
Processed payment reimbursements and travel expense reports.

15. Human Resources

Human resources is a set of people in a business or a corporation that are designated to locate, interview, and recruit new employees into the company. They are also responsible to maintain the integrity of the employees and help them sort their problems out. They try to introduce and manage employee-benefit programs.

Here's how administrative staff use human resources:

Coordinate the operations of personnel of the unit and exercise control in the name of the Commander for Human Resources Administrators.
Performed business administration and human resources responsibilities (personnel recruitment, labor relations, contract services, and technical support).

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What skills help Administrative Staff find jobs?

Tell us what job you are looking for, we’ll show you what skills employers want.

What skills stand out on administrative staff resumes?

Dr. Mike Peterson Ph.D.

Department Chair and Associate Professor of English, Dixie State University

Writing skills have always been valued by employers, but anything that shows an ability to write, produce, or communicate in digital spaces will stand out. While employers are becoming increasingly comfortable having employees work and collaborate digitally (from home or elsewhere), they may still be reluctant to train employees how to do that. They want to see evidence that applicants will know how to use technology and stay productive without extensive training and without a supervisor having to stand behind them. That isn't to say training won't take place, but employers want to use their valuable time and resources training employees on their own systems, policies, and procedures; they don't want to have to show new-hires how to use Zoom, how to format a memo, how to write an email, or how to co-edit a document using OneDrive.

What hard/technical skills are most important for administrative staffs?

Allison White

Associate Professor, Ohio University

In addition to production software skills, including MS Outlook, Word, Excel, and PowerPoint, we often taught database skills using MS Access. Every employer has an employee database and a customer/client database that requires input and sometimes maintenance by office personnel. Keyboarding (65+ wpm), basic bookkeeping/accounting, and filing skills are a must.

What soft skills should all administrative staffs possess?

Allison White

Associate Professor, Ohio University

Employers have told me repeatedly that soft skills are often the most important. They will ask for my reference after I've gotten to know a student and been able to identify their communication, problem-solving, and interpersonal skills. They want someone to take the initiative yet know when to ask questions. Customer service skills and confidentiality were also voiced by our internship supervisors. Verbal and non-verbal communication is a must. The applicant must be able to write well!!

What administrative staff skills would you recommend for someone trying to advance their career?

Anne McConnell Ph.D.

Professor, West Virginia State University

I would encourage someone taking a gap year to branch out, seeking work experiences and employment situations that expose them to new skills and allow them to interact with a diverse set of people. Sometimes we find ourselves in a bubble-communicating with the same people, who tend to share the same ideas-and a gap year provides the opportunity to extend beyond that. Employers value employees who have open, flexible minds, and seeking out experiences that demonstrate that openness can be helpful.

What type of skills will young administrative staffs need?

Angela Robbins Ph.D.

Associate Professor of History, Meredith College

History majors are in high demand in government, business, and non-profits because of the knowledge and skills they gain in the classroom. History majors, in particular, are especially good at contextualizing-that is, explaining how an event or discussion fits within the big picture. This includes how things that are going on today-such as the Capitol riot on January 6-connects to the Constitution, the balance of powers, the way democracy works, and related issues such as the implications of propaganda and misinformation. This goes well beyond merely expressing an opinion or debating two sides of an issue. Students of history do their research and practice skills of analysis, collecting and scrutinizing evidence rather than taking something at face value or only relying on a single source. We take sources apart to evaluate the credentials of their creators and search for bias. We examine sources from various creators so we take into account multiple experiences and points of view. Then we synthesize-or bring the sources together-in order to communicate what it all means. These skills are desired by employers and translate well into many careers and work environments. Seeking good evidence to answer questions and solve problems, whether that's in the classroom today or working with clients later, is a skill that employers highly value.

Students are practicing other skills that are necessary to success in the workplace, whether that will be in person or online. Time management, seeing a project through from start to finish, hosting and contributing to meetings, working on a team-whether it's two people or ten-and creating appropriate types of presentations to communicate ideas are all things our students can tell their employers they will come in with so they can hit the ground running. In addition, our majors develop self-awareness, empathy, and an appreciation of diverse opinions and approaches to problems through investigation of the life experiences of historical figures and their classroom discussions with classmates. Certainly, every employer wants you to learn the specifics within their sector, but these skills are fairly universal and will benefit majors as they move from the classroom to career.

What technical skills for an administrative staff stand out to employers?

Christi Patton Luks

Professor (NTT) and Associate Chair for Academic Affairs, Missouri University of Science & Technology

I've always felt that the most important thing we teach our students is problem-solving skills. The students who can readily relate the theory to their practical experience to develop new solutions are the most valuable. Engineering students that are active on design teams or took advantage of internships and co-ops are in great position for this.

Do you want to know more?

List of administrative staff skills to add to your resume

The most important skills for an administrative staff resume and required skills for an administrative staff to have include:

Telephone Calls
Word Processing
Travel Arrangements
Payroll
Personnel Actions
Financial Reports
Front Desk
Administrative Functions
Scheduling Appointments
Resource Management

Hard Copy
Purchase Orders
Administrative Tasks
Expense Reports
Human Resources
Logistics
Performance Standards
PowerPoint
Office Equipment
Usar

Office Management
HIPAA
Windows
Coordinating Preparation
Insurance Coverage
Tax Returns
Financial Statements
QuickBooks

Updated January 8, 2025

Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

Updated January 8, 2025

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