How to hire an administrative technician

How to hire an administrative technician, step by step

Here's a step-by-step administrative technician hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an administrative technician job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new administrative technician
• Step 8: Go through the hiring process checklist

What does an administrative technician do?

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1. Identify your hiring needs

   The administrative technician hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   An administrative technician's background is also an important factor in determining whether they'll be a good fit for the position. For example, administrative technicians from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list presents administrative technician salaries for various positions.

   Type of Administrative Technician	Description	Hourly rate
   Administrative Technician	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$12-31
   Service Administrator	A service administrator is responsible for assisting the customers' inquiries and concerns, recommending service alternatives, processing refunds, and escalating high-level complaints to the service manager for immediate resolution. Service administrators receive and process orders, take customers' special instructions, and ensure that they get the highest customer satisfaction, generate more revenues, and improve the company's branding recognition... Show more	$15-42
   Office Administrator	Office administrators are employees who ensure that the office is running in tip-top shape. They manage the administrative needs of the office... Show more	$13-23

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Customer Service
   • Data Entry
   • Patients
   • Database Management
   • Payroll
   • Troubleshoot
   • Personnel Actions
   • PCS
   • Office Equipment
   • SQL
   • HR
   • Provides Administrative Support
   • PowerPoint
   • Administrative Functions

   Check all skills

   Responsibilities:

   • Design and manage an innovative human capital and knowledge management information technology systems (e.g., PeopleSoft).
   • Manage after-hour phone consultations and create referral records for 2.2k patients while ensuring care continuity from civilian medical facilities.
   • Perform classroom instruction on Linux OS and database operations.
   • Utilize SharePoint to copy soft tokens into the appropriate agency's folder.
   • Build, maintain and support the company's Intranet portal system using SharePoint.
   • Set up PCs and laptops to any new employee for when they first arrive.

   More administrative technician duties

3. Make a budget

   Including a salary range in your administrative technician job description helps attract top candidates to the position. An administrative technician salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for an administrative technician in Alabama may be lower than in Connecticut, and an entry-level administrative technician usually earns less than a senior-level administrative technician. Additionally, an administrative technician with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average administrative technician salary

   $41,290yearly

   $19.85 hourly rate

   ---

   Entry-level administrative technician salary

   $25,000 yearly salary

   Updated December 17, 2025

   Average administrative technician salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Massachusetts	$62,709	$30
   2	New York	$59,003	$28
   3	District of Columbia	$58,828	$28
   4	California	$53,573	$26
   5	Minnesota	$45,951	$22
   6	Michigan	$45,030	$22
   7	Maryland	$43,814	$21
   8	Virginia	$42,374	$20
   9	Oregon	$40,972	$20
   10	Hawaii	$40,548	$19
   11	Illinois	$39,024	$19
   12	Ohio	$38,020	$18
   13	Missouri	$36,122	$17
   14	Texas	$35,188	$17
   15	Tennessee	$34,006	$16
   16	Colorado	$33,947	$16
   17	Kansas	$33,919	$16
   18	South Carolina	$32,955	$16
   19	North Carolina	$31,923	$15
   20	West Virginia	$31,877	$15

   Average administrative technician salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Infosys Public Service	$73,052	$35.12	4
   2	Sigma-Aldrich	$62,894	$30.24
   3	Kiewit	$62,616	$30.10	4
   4	Nationwide	$60,826	$29.24
   5	Brown University	$60,498	$29.09	11
   6	Amazon	$60,080	$28.88	41
   7	Estes Express Lines	$56,769	$27.29
   8	Bank of America	$56,561	$27.19	4
   9	Office Depot	$55,413	$26.64	4
   10	Harvard University	$55,241	$26.56
   11	Accenture	$55,231	$26.55
   12	Tractor Supply	$53,065	$25.51	34
   13	University of California-Berkeley	$50,886	$24.46	1
   14	CUNA Mutual Group	$50,485	$24.27
   15	San Diego College of Continuing Education	$49,275	$23.69	1
   16	Hca Hospital Services Of San Diego	$49,150	$23.63	2
   17	Lucid Motors	$49,006	$23.56	4
   18	TÜV SÜD America	$48,034	$23.09
   19	Minnesota State Fair	$42,529	$20.45	24
   20	R1 RCM	$42,408	$20.39

4. Writing an administrative technician job description

   A job description for an administrative technician role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's an administrative technician job description:

   Administrative technician job description example

   Performs a variety of administrative functions for one or more Patient Financial Services functional areas including responsibility for the prep scan and indexing of patient-related documents to ensure the timely and accurate availability of information fielding telephone calls word processing filing faxing document preparation and data management. The execution of the duties requires the ability to perform both routine and moderately complex interpretive and analytical tasks.
   Handle and research incoming/outgoing mail. Scan and index documents using the appropriate method Process requests for medical records. Perform additional administrative support/technical activities. Communicate with customers. Print claims, supporting documents and mail, fax or securely deliver to Insurance carriers. Complete assigned work queues to support PFS operations. In addition to the above job responsibilities, other duties may be assigned.
   
   Position Compensation Range: $13.65 - $21.16 Hourly
   
   MINIMUM REQUIREMENTS
   
   Education: High School Graduate or Equivalent.
   Experience: 1 year relevant experience preferred.
   Licensure: None required.
   
   PHYSICAL DEMANDS
   
   This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
   
   COVID Vaccination Requirement and Guidelines
   
   Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.
   
   The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right administrative technician for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your administrative technician job on Zippia to find and recruit administrative technician candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit administrative technicians, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new administrative technician

   Once you have selected a candidate for the administrative technician position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   Once that's done, you can draft an onboarding schedule for the new administrative technician. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire an administrative technician?