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Become An Office Specialist

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Working As An Office Specialist

  • Interacting With Computers
  • Communicating with Supervisors, Peers, or Subordinates
  • Documenting/Recording Information
  • Performing Administrative Activities
  • Getting Information
  • Mostly Sitting

  • Repetitive

  • $40,522

    Average Salary

What Does An Office Specialist Do

General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.

Duties

General office clerks typically do the following:

  • Answer and transfer telephone calls or take messages
  • Sort and deliver incoming mail and send outgoing mail
  • Schedule appointments and receive customers or visitors
  • Provide general information to staff, clients, or the public
  • Type, format, or edit routine memos or other reports
  • Copy, file, and update paper and electronic documents
  • Prepare and process bills and other office documents
  • Collect information and perform data entry

Rather than performing a single specialized task, general office clerks have responsibilities that often change daily with the current needs of the employer.

Some clerks file documents or answer phones; others enter data into computers or perform other tasks using software applications. They also frequently use photocopiers, scanners, fax machines, and other office equipment.

The specific duties assigned to clerks will depend on the type of office in which they work. For example, a general office clerk at a college or university processes application materials and answers questions from prospective students. A clerk at a hospital files and retrieves medical records.

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How To Become An Office Specialist

General office clerks typically need a high school diploma or equivalent and learn their skills on the job.

Education

General office clerks usually need a high school diploma or equivalent.

Courses in using computer applications, such as word processing and spreadsheet software, may be particularly helpful.

Training

General office clerks usually learn their skills while on the job. Their training typically lasts up to 1 month and may include instructions on office procedures, proper phone etiquette, and the use of office equipment.

Advancement

General office clerks may advance to other administrative positions with more responsibility, such as executive secretaries and executive administrative assistants.

Advancement opportunities often depend on work experience and the knowledge of computer applications, such as word processing and spreadsheet software.

Important Qualities

Customer-service skills. Clerks often provide general information to company staff, customers, or the public. They should be courteous and prompt with their responses.

Detail oriented. Clerks perform many clerical tasks, such as preparing bills that require attention to detail.

Organizational skills. Office clerks file and retrieve records. They need to keep records organized to be able to access them quickly and efficiently.

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Do you work as an Office Specialist?

Office Specialist Jobs

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Average Length of Employment
Office Specialist 3.0 years
Secretary 2.8 years
Office Associate 2.7 years
Staff Assistant 2.6 years
Office Secretary 2.5 years
Office Assistant 2.1 years
Top Employers Before
Cashier 7.3%
Internship 5.1%
Secretary 4.7%
Teller 4.5%
Clerk 2.5%
Volunteer 2.4%
Manager 1.8%
Assistant 1.7%
Top Employers After
Cashier 5.3%
Internship 3.5%
Teller 3.3%
Manager 2.4%
Secretary 2.3%
Volunteer 2.3%
Specialist 2.3%

Do you work as an Office Specialist?

Office Specialist Demographics

Gender

Female

79.8%

Male

18.0%

Unknown

2.2%
Ethnicity

White

62.4%

Hispanic or Latino

17.4%

Black or African American

9.3%

Asian

7.2%

Unknown

3.7%
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Foreign Languages Spoken

Spanish

63.0%

French

7.0%

Hmong

2.9%

Russian

2.5%

Portuguese

2.5%

Chinese

2.5%

Japanese

2.5%

Mandarin

2.1%

Vietnamese

1.6%

Korean

1.6%

Thai

1.6%

Navajo

1.6%

German

1.6%

Turkish

1.2%

Cantonese

1.2%

Arabic

1.2%

Swedish

0.8%

Hindi

0.8%

Armenian

0.8%

Filipino

0.8%
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Office Specialist Education

Schools

University of Phoenix

17.3%

Chemeketa Community College

7.0%

Portland State University

6.2%

Brigham Young University

6.0%

Boise State University

5.8%

Oregon State University

5.1%

University of Nevada - Las Vegas

4.7%

University of Utah

4.5%

University of Arizona

4.5%

Weber State University

4.5%

Arizona State University

4.3%

Portland Community College

4.1%

University of Oregon

3.9%

University of Minnesota - Twin Cities

3.7%

Idaho State University

3.5%

Liberty University

3.1%

Kaplan University

3.1%

Rasmussen College

2.9%

Southern New Hampshire University

2.9%

University of West Florida

2.9%
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Majors

Business

27.4%

Accounting

9.8%

Health Care Administration

8.2%

Criminal Justice

6.9%

Psychology

6.2%

General Studies

4.1%

Nursing

3.7%

Liberal Arts

3.3%

Management

3.1%

Communication

3.0%

Education

2.7%

Finance

2.7%

Human Resources Management

2.6%

Computer Science

2.5%

English

2.5%

Medical Assisting Services

2.4%

Marketing

2.3%

Legal Support Services

2.2%

Sociology

2.0%

Secretarial And Administrative Science

1.9%
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Degrees

Bachelors

33.9%

Other

29.0%

Associate

15.7%

Masters

11.4%

Certificate

6.6%

Diploma

1.9%

Doctorate

0.9%

License

0.6%
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Top Skills for An Office Specialist

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  1. Customer Service
  2. Office Supplies
  3. Data Entry
You can check out examples of real life uses of top skills on resumes here:
  • Provide excellent customer service including respond to customer inquiries, especially info about driving records and/or laws.
  • Monitored and maintained office supplies inventory.
  • Perform data entry of complete applications, and verify the customer's application has an Eligibility determination.
  • Initiated phone calls/emails to Small Business customers to discuss operational software/service needs.
  • Granted high-level confidentiality; responsible for payroll and invoicing for the administration division.

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