What does an office aide do?
Also called an office assistant, an office aide is someone whose responsibility focuses on secretarial and administrative tasks in health practices, schools, businesses, or any other institution. Office aides help with logistical and clerical needs like copying files, curating schedules, and answering phones. They manage and organize files, receive and direct visitors, create presentations, and answer emails. The skills they need include computer and email use, filing documents, answering multiline phone systems, and typing.
Office aide responsibilities
Here are examples of responsibilities from real office aide resumes:
- Manage operational FedEx relationship through order fulfillment, shipment tracking, and communication with parties involve in shipment transaction.
- Handle bulk mailings for annual donations, alumni & target donors.
- Elaborate letters, PowerPoint presentations.
- Create PowerPoint presentations used for school development.
- Administer executive responsibilities to assist the office manager with administrative task and operating QuickBooks.
- Ensure sensitive information pertaining to veterans are kept secure.
Office aide skills and personality traits
We calculated that 16% of Office Aides are proficient in Data Entry, Phone Calls, and Telephone Calls. They’re also known for soft skills such as Customer-service skills, Detail oriented, and Organizational skills.
We break down the percentage of Office Aides that have these skills listed on their resume here:
- Data Entry, 16%
Performed heavy volume computerized data entry of customers' payment information New York,
- Phone Calls, 15%
Answered and forwarded incoming phone calls Facilitated constituents in solving personal & professional matters Performed clerical duties, including Xerox and faxing
- Telephone Calls, 8%
Answered emails and telephone calls, responding to inquiries and requests and forwarding to appropriate departments.
- Customer Service, 6%
Provided outstanding customer service, exceeding member expectations through patience and professionalism.
- Front Desk, 5%
Supervised the front desk at a residence hall, had the challenge to know who lived there and who did not.
- Database Systems, 5%
Maintained and updated filing, inventory/database systems, manually or using a computer.
Common skills that an office aide uses to do their job include "data entry," "phone calls," and "telephone calls." You can find details on the most important office aide responsibilities below.
Customer-service skills. One of the key soft skills for an office aide to have is customer-service skills. You can see how this relates to what office aides do because "general office clerks often provide general information to company staff, customers, or the public." Additionally, an office aide resume shows how office aides use customer-service skills: "performed data entry, entering customer information into computerized database using the qwerty keyboard. "
Detail oriented. Another soft skill that's essential for fulfilling office aide duties is detail oriented. The role rewards competence in this skill because "general office clerks perform many clerical tasks that require attention to detail, such as preparing bills." According to an office aide resume, here's how office aides can utilize detail oriented in their job responsibilities: "answer phone calls, filing papers, making copies, customer service oriented"
Organizational skills. This is an important skill for office aides to perform their duties. For an example of how office aide responsibilities depend on this skill, consider that "general office clerks file and retrieve records." This excerpt from a resume also shows how vital it is to everyday roles and responsibilities of an office aide: "enhanced data entry skills developed daily and monthly billing/accounting cultivated organizational skills trained new supervisors on customer service and billing skills".
The three companies that hire the most office aides are:
- The Salvation Army6 office aides jobs
- Professional2 office aides jobs
- FHI 3602 office aides jobs
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Compare different office aides
Office aide vs. Administrative office specialist
An administrative office specialist helps offices to run efficiently and smoothly by performing clerical support tasks. Their responsibilities often include preparing and processing documents, arranging meetings and appointments, monitoring the budgets and expenditures, answering calls and correspondence, handling the inventory and procurement of office supplies, and developing strategies to optimize office operations. They may also address issues and concerns, resolving them promptly and professionally. Furthermore, as an administrative office specialist, it is essential to coordinate staff, all while implementing the company's policies and regulations.
There are some key differences in the responsibilities of each position. For example, office aide responsibilities require skills like "database systems," "scheduling appointments," "clerical tasks," and "office machines." Meanwhile a typical administrative office specialist has skills in areas such as "payroll," "hr," "travel arrangements," and "provides administrative support." This difference in skills reveals the differences in what each career does.
Administrative office specialists tend to make the most money working in the technology industry, where they earn an average salary of $36,820. In contrast, office aides make the biggest average salary, $30,366, in the health care industry.administrative office specialists tend to reach similar levels of education than office aides. In fact, administrative office specialists are 1.7% more likely to graduate with a Master's Degree and 0.0% less likely to have a Doctoral Degree.Office aide vs. Office support specialist
An office support specialist is in charge of performing clerical tasks to help offices maintain a smooth workflow. Among their responsibilities include preparing and processing documents, answering calls and correspondence, disseminating and organizing files, monitoring the inventory of office supplies, and processing procurement requests should there be any. They may also assist staff with projects and programs, greet visitors, and coordinate with different company departments. Furthermore, an office support specialist must enforce the company's policies and regulations.
In addition to the difference in salary, there are some other key differences worth noting. For example, office aide responsibilities are more likely to require skills like "scheduling appointments," "financial aid," "clerical tasks," and "office tasks." Meanwhile, an office support specialist has duties that require skills in areas such as "provides administrative support," "human resources," "office procedures," and "payroll." These differences highlight just how different the day-to-day in each role looks.
Office support specialists may earn a higher salary than office aides, but office support specialists earn the most pay in the finance industry with an average salary of $41,711. On the other hand, office aides receive higher pay in the health care industry, where they earn an average salary of $30,366.In general, office support specialists achieve similar levels of education than office aides. They're 1.3% more likely to obtain a Master's Degree while being 0.0% less likely to earn a Doctoral Degree.Office aide vs. Front office specialist
A front office specialist performs varied duties and administrative tasks for an organization. These include maintaining the cleanliness of the front desk, greeting and welcoming guests and visitors, and answering questions and managing complaints. Other duties include answering telephone calls, receiving packages and letters, and checking, sorting, and forwarding emails. As front office specialist, you are expected to maintain updated files and records, prepare various types of written materials, and research a wide range of topics as requested.
The required skills of the two careers differ considerably. For example, office aides are more likely to have skills like "database systems," "scheduling appointments," "financial aid," and "clerical tasks." But a front office specialist is more likely to have skills like "patients," "medical terminology," "check-in," and "patient care."
Front office specialists typically earn similar educational levels compared to office aides. Specifically, they're 1.4% less likely to graduate with a Master's Degree, and 0.3% less likely to earn a Doctoral Degree.Office aide vs. Student office worker
Even though a few skill sets overlap between office aides and student office workers, there are some differences that are important to note. For one, an office aide might have more use for skills like "database systems," "clerical tasks," "run errands," and "clerical support." Meanwhile, some responsibilities of student office workers require skills like "facebook," "database," "alumni," and "office programs. "
The average resume of student office workers showed that they earn similar levels of education compared to office aides. So much so that theyacirc;euro;trade;re 1.6% more likely to earn a Master's Degree and more likely to earn a Doctoral Degree by 0.3%.Types of office aide
Updated January 8, 2025
