How to hire an office services specialist

How to hire an office services specialist, step by step

Here's a step-by-step office services specialist hiring guide:

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

What does an office services specialist do?

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1. Identify your hiring needs

   Before you post your office services specialist job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find an office services specialist for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

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

   Yes

   No

   Hiring the perfect office services specialist also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list shows salaries for various types of office services specialists.

   Type of Office Services Specialist	Description	Hourly rate
   Office Services Specialist	General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.	$12-20
   Administrative Receptionist	An administrative receptionist is responsible for performing administrative tasks, handling visitors' inquiries and concerns, verifying appointments, and leading them to the appropriate personnel and department, as well as handling and routing calls. Administrative receptionists also keep records of the staff meeting and executive conference, including company and promotional events... Show more	$12-18
   Administrative Clerk	An administrative clerk provides support to staff and does clerical works. These clerical duties include answering and making phone calls, typing documents, compiling and filing records, and scheduling appointments... Show more	$12-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Customer Service
   • Office Services
   • Data Entry
   • Office Equipment
   • Front Desk
   • Office Procedures
   • Service Calls
   • Word Processing
   • Office Support
   • Inventory Control
   • Conference Room
   • Schedule Appointments
   • Clerical Support
   • Payroll

   Check all skills

   Responsibilities:

   • Manage and maintain patients' medical records by utilizing computer applications management database processing system to ensure county compliance.
   • Process all FedEx's shipments and payments online.
   • Process FedEx shipments on the FedEx Powership shipping system
   • Prepare and track payments, reconcile budget reports, process department payroll information.
   • Create databases, input all patient payroll information, record and report patient productivity and payroll while maintaining patient confidentiality.
   • Maintain & troubleshoot copiers, fax machine, meter mailing machine & printers.

   More office services specialist duties

3. Make a budget

   Including a salary range in your office services specialist job description is a great way to entice the best and brightest candidates. An office services specialist salary can vary based on several factors:

   • Location. For example, office services specialists' average salary in new mexico is 47% less than in massachusetts.
   • Seniority. Entry-level office services specialists earn 42% less than senior-level office services specialists.
   • Certifications. An office services specialist with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in an office services specialist's salary.

   Average office services specialist salary

   $16.10hourly

   $33,495 yearly

   ---

   Entry-level office services specialist salary

   $25,000 yearly salary

   Updated January 30, 2026

   Average office services specialist salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Massachusetts	$43,905	$21
   2	District of Columbia	$41,221	$20
   3	Minnesota	$37,587	$18
   4	Oregon	$37,433	$18
   5	Pennsylvania	$37,077	$18
   6	California	$36,799	$18
   7	Colorado	$36,621	$18
   8	Iowa	$36,084	$17
   9	New York	$36,012	$17
   10	Michigan	$35,705	$17
   11	New Jersey	$35,321	$17
   12	Ohio	$35,059	$17
   13	Connecticut	$34,892	$17
   14	Maryland	$34,309	$16
   15	Arizona	$32,232	$16
   16	Florida	$32,207	$15
   17	Idaho	$31,366	$15
   18	Nebraska	$30,182	$15
   19	Missouri	$30,019	$14
   20	Virginia	$29,892	$14

   Average office services specialist salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Epiq	$42,229	$20.30	24
   2	Holland & Knight	$41,400	$19.90	6
   3	Creative Associates International	$38,686	$18.60
   4	Fisher & Phillips Llp	$37,468	$18.01	1
   5	Arizona State University	$36,834	$17.71	4
   6	The PNC Financial Services Group	$36,703	$17.65	12
   7	CoxHealth	$36,384	$17.49
   8	Northwest Bank	$36,027	$17.32	9
   9	HELP of Southern Nevada	$36,002	$17.31
   10	HGA	$35,671	$17.15
   11	RSM US	$35,640	$17.13	34
   12	Grand Peaks	$35,059	$16.86
   13	Ricoh	$34,739	$16.70	134
   14	Health Research, Inc.	$34,109	$16.40	3
   15	Stearns County MN	$33,922	$16.31	3
   16	The State of Oregon	$33,818	$16.26	10
   17	MillenniumSoft	$33,281	$16.00	11
   18	Aramark	$32,974	$15.85	234
   19	IST Management	$32,971	$15.85	44
   20	Federal Bureau of Investigation	$32,947	$15.84

4. Writing an office services specialist job description

   A job description for an office services specialist 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 office services specialist job description:

   Office services specialist job description example

   Fisher Phillips, a national employment and labor law firm, is seeking a Receptionist/Office Services Specialist for its Charlotte office. Our range of experience enables us to bring efficient and practical solutions to today's labor and employment law problems. For more information about the firm, please visit us at our website at www.fisherphillips.com.
   Primary Responsibilities
   Answer phones and transfer calls to the appropriate employees, including occasionally taking messages and ensuring that they are routed to the appropriate person. Accept and sign for packages; and distribute mail. Set up conference rooms. Process all incoming faxes including sending notification email to recipient upon receipt, log and distribute fax. Maintain office calendar system, including scheduling and setting up conference rooms. Maintains a pleasant appearance at the reception area and lobby. Overflow secretarial projects, including but not limited to, timesheet entry, preparing and editing documents. Fill all copiers/printers daily and arrange for servicing of the office equipment. Responsible for ensuring the library is up to date. Coordinate sending documents off site and entering box information into its database Circulate Courthouse news daily. Greets all visitors to the office in a friendly and helpful manner. Maintains knowledge of each attorneys' preferences in conveying various information to guests or callers. Other administrative, general office and clerical projects duties as assigned.
   Personal Attributes
   Possesses a strong understanding and abides by the policies and procedures of the firm and local office. Maintains an exceptional customer service attitude and demeanor at all times. Flexible and willing to pitch in wherever needed; always reflects a "can do" attitude. Takes ownership; gets the job done without the need for prodding or supervision. Demonstrates a positive attitude and is approachable. Adapts well to fluctuations in workload and changes in responsibilities Maintains a professional demeanor in high-stress situations. Displays good judgment in handling confidential information. Is effective at limiting excessive socializing. Contributes to an atmosphere of teamwork and congeniality. Effectively and professionally communicates with clients, opposing counsel, vendors, and firm personnel through concise and accurate written communications. Exhibits confident and professional verbal communication skills. Keeps appropriate people informed of the status of projects, work and deadlines. Answers questions clearly and thoroughly.
   Skills and Abilities
   iManage or other comparable document management system, Word, Outlook, PowerPoint, Concur, and Excel. Attendance & Punctuality: Be consistently at work and on time; arrive at meetings and appointments on time; ensure work responsibilities are covered when absent. Communication: Possess excellent verbal and written communication skills. Customer Service: Respond promptly to attorney and client requests for service and assistance; meet commitments. Dependability: Follow instructions; complete tasks on time; commit to the hours necessary to complete assignments; work independently. Professionalism: Approach others in a tactful manner; treat others with respect; react well under pressure. Team Work: Contribute to building a positive team spirit; support everyone's efforts to succeed. Technical Skills: Possess basic PC skills; ability to use phone system, copier, scanner, fax, and printer. Ability to work under pressure and balance multiple and competing priorities. Ability to lift at least 50 lbs.
   Minimum Qualifications
   Minimum of a high school diploma required (College degree is preferred, but not required). Minimum of five years of experience as a receptionist required.
   Benefits
   
   Fisher Phillips offers a comprehensive benefits package for staff that includes medical, dental, and vision benefits, paid time off, paid holidays, 401(k) and profit sharing, life insurance, long-term disability, and an employee assistance program. We also offer optional benefits such as critical care, accident and hospital indemnity insurance, a student loan refinancing program, life insurance for dependents, and pet insurance.
   
   No relocation costs. Principals only; no calls please.
   
   We are committed to providing equal employment opportunities to all employees and applicants without regard to race, ethnicity, religion, color, sex (including childbirth, breast feeding and related medical conditions), gender, gender identity or expression, sexual orientation, national origin, ancestry, citizenship status, uniform service member and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, disability or any other protected status in accordance with all applicable federal, state and local laws.

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right office services specialist 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 office services specialist job on Zippia to find and recruit office services specialist candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with office services specialist candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   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 office services specialist

   Once you've found the office services specialist candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   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 office services specialist. 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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