How to hire an office technician

How to hire an office technician, step by step

Here's a step-by-step office 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 office technician job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new office technician
• Step 8: Go through the hiring process checklist

What does an office technician do?

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1. Identify your hiring needs

   Before you post your office technician 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 technician 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 technician 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.

   Here's a comparison of office technician salaries for various roles:

   Type of Office Technician	Description	Hourly rate
   Office Technician	General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.	$12-23
   Support Clerk	A support clerk is primarily in charge of performing administrative support tasks in an office, making the daily workflow easier. Their responsibilities typically include preparing and processing documentation, answering and forwarding calls, handling correspondence, disseminating and organizing files, and running errands as needed... Show more	$10-25
   Clerical Aide	Clerical aides perform various office-related tasks for company executives like answering calls, sorting documents, taking down the minutes of their meetings, etc. They should have computer skills, be organized, and communicate with people inside and outside the company... Show more	$11-17

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Patients
   • Office Equipment
   • Office Procedures
   • Word Processing
   • Payroll
   • Front Desk
   • Computer System
   • Clerical Support
   • Schedule Appointments
   • Telephone Calls
   • Vital Signs
   • Meeting Minutes
   • Office Machines

   Check all skills

   Responsibilities:

   • Manage operational FedEx relationship through order fulfillment, shipment tracking, and communication with parties involve in shipment transaction.
   • Interact with SCO divisions, other agencies and campuses and the public, to resolve distribution problems concerning mail and payroll.
   • Communicate payroll information with employees.
   • Verify eligibility and coverage with Medicaid and Medicare.
   • Certify to perform refraction to patients participating in clinical trials.
   • Provide patients with surgical and procedural information and instructions as appropriate.

   More office technician duties

3. Make a budget

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

   • Location. For example, office technicians' average salary in new mexico is 47% less than in district of columbia.
   • Seniority. Entry-level office technicians earn 48% less than senior-level office technicians.
   • Certifications. An office technician 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 technician's salary.

   Average office technician salary

   $16.81hourly

   $34,956 yearly

   ---

   Entry-level office technician salary

   $25,000 yearly salary

   Updated December 5, 2025

   Average office technician salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Alaska	$41,087	$20
   2	California	$38,136	$18
   3	Michigan	$36,839	$18
   4	Nevada	$36,781	$18
   5	Oregon	$34,763	$17
   6	Arizona	$34,758	$17
   7	Pennsylvania	$34,621	$17
   8	Colorado	$34,024	$16
   9	Virginia	$31,769	$15
   10	Washington	$31,486	$15
   11	Texas	$27,777	$13
   12	Nebraska	$27,766	$13
   13	Florida	$27,701	$13
   14	Utah	$26,723	$13
   15	Georgia	$25,886	$12
   16	New Mexico	$22,810	$11

   Average office technician salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Motorola Solutions	$45,225	$21.74
   2	Boulder County	$44,094	$21.20	2
   3	Mayor Ethan Berkowitz	$43,975	$21.14	1
   4	City of San Jos	$43,292	$20.81
   5	AECOM	$43,025	$20.69	9
   6	Fishbeck	$40,508	$19.48
   7	David Evans and Associates	$40,432	$19.44
   8	Wright County	$39,850	$19.16
   9	Valley Mountain Regional Center	$39,376	$18.93
   10	Oak Ridge Associated Universities, Inc.	$39,133	$18.81
   11	State Bar of Michigan	$38,490	$18.50	8
   12	Weld County Government	$37,771	$18.16	2
   13	Information International Associates	$37,407	$17.98
   14	Gwinnett County	$37,278	$17.92
   15	Castro Valley USD	$36,873	$17.73
   16	Spartanburg Regional Healthcare System	$36,344	$17.47	2
   17	Wsp USA Buildings Inc.	$36,189	$17.40	30
   18	HNTB	$35,772	$17.20	14
   19	City of Euless	$34,928	$16.79
   20	Reliant Rehabilitation	$34,481	$16.58

4. Writing an office technician job description

   A job description for an office 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 office technician job description:

   Office technician job description example

   Valley Mountain Regional Center is hiring for full-time Senior Office Technician for Telemed in Modesto.
   Make a difference in the lives of people with disabilities.
   
   VMRC provides a generous benefit package including CalPERS retirement, medical, dental and vision. 16 holidays per year and generous sick and vacation time. Flexible work environment which allows for amazing work/life balance!! Work at home some of the week.
   
   Compensation: $17.28 per hour
   
   General Statement of Duties: The Senior Office Technician will be responsible for performing, with minimal supervision, a variety of complex clerical duties for which general guidelines exist, exercise initiative and independent judgment within established departmental procedures. Position may require detailed and sensitive public contact.
   
   Working Conditions and Physical Requirements: The majority of duties are performed in the office. The job duties require the ability to sit for up to 4 hours at a time, the ability to stand for up to 1 hour at a time, the ability to lift up to 50 pounds, to push/pull up to 100 pounds, the ability to operate office machines requiring manual dexterity and repetitive key entry for up to 4 hours at a time. The ability to read, write and speak English, the ability to comprehend large amounts of written material, use the telephone, and communicate via electronic mail is required on a daily basis.
   
   Responsibilities May Include:
   Edit, word process and proofread correspondence and complex reports. Operation of central telephone system. Sort and distribute incoming and outgoing mail. Compose routine correspondence. Laserfishe scanning and sorting of files both electronic and physical. Vendorization. Compile and reconcile information for reports. Develop forms, templates, spreadsheets and databases. Coordinate special projects. Data entry and retrieval. Assist in orientation and training of new staff. Completing copy request and file transfers. Other duties as assigned.
   Minimum Position Requirements: High School diploma or equivalent and three years increasingly responsible office experience. May substitute A.A. degree or business school certificate for one year of experience. Knowledge of office procedures and practices; grammar and spelling; word processing and/or data entry methods. May require previous experience in specific technical function to be performed (ex: telephone reception or word processing). Knowledge of Microsoft office software including Excel, Word, Powerpoint, Outlook and Access. Ability to type at least 50 wpm is required.

   Copy this example

   

5. Post your job

   There are a few common ways to find office technicians for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

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

6. Interview candidates

   Recruiting office technicians requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   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 technician

   Once you've decided on a perfect office technician candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new office technician. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

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 office technician?