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Become An Office Specialist

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Working As An Office Specialist

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

  • Repetitive

  • $53,370

    Average Salary

What Does An Office Specialist Do At L3 Technologies

* Assist Office Manager with various projects (e.g., lab build-out, new office design, updating website)
* HR: Assist with screening resumes, setting up interviews with potential candidates, and onboarding new hires
* Accounting: Reconcile credit card purchases and track receipts
* Purchasing: Maintain vendor database and create new vendors; support engineering team in various purchase requests
* Point of contact for receiving and shipping
* Assist business group with conference materials and travel
* Manage lab and office inventory

What Does An Office Specialist Do At Idaho Division of Human Resources

* The Office Specialist 2 (OS2) classification is considered a general office support position and is used by many different state agencies.
* The duties and responsibilities of each OS2 position will differ slightly from agency to agency.)
* Producing documents, letters, and reports using word processing software and equipment.
* Scheduling appointments.
* Data entry.
* Ensuring accuracy and compliance with rules, regulations, and/or policies, identifying and correcting errors.
* Creating and maintaining files.
* Greeting or screening visitors and callers.
* Providing information, and explaining department policies, services, and procedures to others

What Does An Office Specialist Do At J.B. Hunt Transport

* Monitoring/Tracking lease/rental Trailer Movement.
* Monitored through Web Site tracking and carrier phone calls.
* Managing Trailer Pools.
* Managing group database for Accessorial Charges (reading/following up).
* Accessorial charges will include, but not limited to:
* Trailer Detention
* Carrier tolls.
* Out of route miles.
* Collecting and tracking Amazon contracted accessorial amounts and tracking.
* Working with Amazon for approval through online portal.
* Adding charges on load level through JBH system.
* What does it take to be considered?
* High school diploma or equivalent office experience.
* Have an understanding of basic computer systems and programs.
* Have strong phone skills.
* Must be able to deal effectively and tactfully with customer and employees in a fast-paced, stressful work environment.
* Must demonstrate basic math skills.
* Have the ability to manage multiple projects with a sense of urgency.
* College degree or working to complete a college degree preferred.
* Must be available to work flexible hours as needed by the business unit and team

What Does An Office Specialist Do At Kelly Services

* Coordinates and performs a range of secretarial, administrative and/or operational support activities for the department/division; serves as a liaison with other divisions and operating departments in day-to-day administrative operations.
* Provides secretarial and administrative support for the department/division, such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.
* Operates personal computer to compose, format and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
* Schedules and coordinates meetings, calendars, events, interviews, appointments, and/or other similar activities for supervisors or division, which may include coordinating travel and lodging arrangements.
* Handles and resolves routine facilities issues working with County staff and outside vendors.
* Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering, as specifically directed.
* Establishes, maintains, and updates files, databases, records, and/or other documents under established record keeping principles; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
* Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
* Requisitions supplies, printing, maintenance, and other services.
* Prepares requisitions and direct purchase orders; prepares invoices for payment, assuring proper budget codes; maintains logs of expenses, work orders and projects; prepares timesheets; maintains office supplies.
* Assists in preparation and administration of department/division budget; develops and maintains logs, records and reports.
* Enters and ensures accuracy of timesheet information inputted into payroll system.
* Maintains department/division information on county intranet and internet site.
* Updates department/division social media sites.
* May receive and process payments from customers, reconciles and prepares routine reports of transactions, as appropriate.
* Maintains confidentiality of all privileged information.
* Contributes to a team effort and accomplishes related results as required.
* Performs other duties as required.
* Additional Essential Duties and Responsibilities for Senior Office Specialist:
* May lead or supervise other support staff.
* Assists with fiscal administration for the department/division, including but not limited to budgets, funding, contracts, payroll, employment, travel, inventory, and/or purchasing; assist with fiscal planning and budget preparation.
* Frequently organizes events for the department/division.
* May serve as primary administrative and operational liaison with internal and external department/agencies, boards or commissions.
* Handles and resolves routine and complex facilities issues working with County staff and outside vendors.
* May handle and resolve non-standard or more complex inquiries, issues, and matters.
* May serve as record management liaison within the work unit.
* May research information, compile statistics, and gather and compute various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources as requested.
* Serves on committees as assigned

What Does An Office Specialist Do At Durham Technical Community College

* The Microsoft Office Specialist instructor is responsible for providing thorough, meaningful, and measurable instruction for students interested in taking the Microsoft Office Specialist (MOS) certification exam in Word 2013.
* More specifically, the MOS instructor is responsible for the following:
* Provide quality instruction at all times to adult students, teaching classes for the entire class period and properly covering the curriculum and outline for Microsoft Office 2013 and preparing students to take the Microsoft Office Specialist exam in Word 2013.
* Contribute to the development and implementation of competency-based education and utilize available educational resources for the improvement of instruction and the creation of teaching materials;
* Maintain accurate student and course records;
* Provide input to the Director regarding student outcomes;
* Enforce academic policy and procedures at all times;
* Report to the Director any issues, concerns, or problems as it relates to the curriculum, instruction or student conduct/behavior.
* Represent the college and the Continuing Education Division in a positive and professional manner at all times

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How To Become An Office 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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Office Specialist jobs

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Top Skills for An Office Specialist

CustomerServiceDataEntryPayrollFinancialReportsPersonnelFilesPhoneCallsOfficeSuppliesComplianceScheduleAppointmentsOfficeEquipmentFrontDeskPowerpointSafetyTravelArrangementsTemporaryPurchaseOrdersBankDepositsSortAuditTelephoneCalls

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Top Office Specialist Skills

  1. Customer Service
  2. Data Entry
  3. Payroll
You can check out examples of real life uses of top skills on resumes here:
  • Provided outstanding customer service to clients.
  • Performed filing and data entry on a daily basis.
  • Performed wide variety of clerical and administrative tasks including payroll.
  • Prepared weekly bank deposits and processed accounts receivable, maintained accurate financial reports.
  • Maintained personnel files and administrative records.

Top Office Specialist Employers

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