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Records administrator skills for your resume and career

Updated January 8, 2025

4 min read

Quoted experts

Karen Bubb MBA,

Veronica Cochran

Below we've compiled a list of the most critical records administrator skills. We ranked the top skills for records administrators based on the percentage of resumes they appeared on. For example, 20.0% of records administrator resumes contained data entry as a skill. Continue reading to find out what skills a records administrator needs to be successful in the workplace.

15 records administrator skills for your resume and career

1. Data Entry

Data entry means entering data into a company's system with the help of a keyboard. A person responsible for entering data may also be asked to verify the authenticity of the data being entered. A person doing data entry must pay great attention to tiny details.

Here's how records administrators use data entry:

Performed routine filing and data entry using personal database.
Performed various tasks on computer and software to perform data entry, and prepare reports on patient's conditions.

2. Access Database

Here's how records administrators use access database:

Created and implemented Training Qualification Access Database.
Developed, implemented and maintained Excel spreadsheets and Access databases for Correspondence team for tracking, employee stats, and reporting.

3. SharePoint

Here's how records administrators use sharepoint:

Founded and facilitated a user-based SharePoint Community of Practice to promote learning and knowledge sharing.
Led the upgrade from MOSS 2007 to SharePoint Online (Office 365 Enterprise).

4. Computer System

Here's how records administrators use computer system:

Input data keying military information and addresses into computer system.
Performed troubleshooting and updates of end user computer systems

5. Hard Copy

Here's how records administrators use hard copy:

Migrated more than 400,000 student records from hard copy to electronic format; improved catalog filing process by over 25 percent.
Identified, indexed, logged, and categorized records such as emails, memos, and hard copy documents.

6. Administrative Tasks

Here's how records administrators use administrative tasks:

Performed various administrative tasks in a fast-paced environment.
Completed administrative tasks to include budgeting, training, and evaluation of all maintenance related issues.

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7. Background Checks

Here's how records administrators use background checks:

Typed form letters/routine correspondence and performed criminal background checks utilizing law enforcement computer software.
Maintain accurate and organized student academic records, including processing confidential background checks for nursing and criminal justice students.

8. HIPAA

Here's how records administrators use hipaa:

Verified and monitored informed consent procedures and enforced HIPAA guidelines.
Performed and managed HIPAA trainings to all new employees and annually to all employees, to remain compliant with Federal Regulations.

9. FAA

FAA (Federal Aviation Administration) is an aviation regulatory body in the USA.

Here's how records administrators use faa:

Ensured that all documentation adhered to FAA and other government entity regulations.
Received no findings from the FAA NASIP team audit of the maintenance records and reporting requirements.

10. Management System

A management system is a set of policies, processes, and procedures taken by an organization or a business to ensure it can fulfill its tasks and achieve its objectives. A management system makes sure that the company excels financially and improves the user experience. The management system also takes care of the worker's and employees' needs and manages their workload and oversees their performance. Apart from interior matters of the company, a management system also deals with exterior matters like legislations, tax matters, and law issues.

Here's how records administrators use management system:

Assisted Senior Records Manager with interviews of ICE Program Offices with information collection in preparation of scheduling electronic records management systems.
Implement and administer the company Document Control and Records Management system.

11. Payroll

Payroll is the sum of all the compensation that an organization has to pay to employees at a specified time. Payroll is managed by the finance or HR department while small business owners may handle it themselves. Payroll isn't fixed as it varies every month due to sick leaves, overtime, etc.

Here's how records administrators use payroll:

Imported electronic associate data into the payroll system daily and conducted routine maintenance to identify errors.
Position consisted of payroll and benefits administration.

12. Database Systems

Here's how records administrators use database systems:

Administered and maintained the database system for tracking of all aircraft and component inspection, life-limited, and time-controlled requirements.
Maintained and updated filing, inventory, mailing and database systems, either manually or using a computer.

13. Aircraft Maintenance

Here's how records administrators use aircraft maintenance:

Analyzed aircraft maintenance records for appropriate and legal compliance of the Federal Aviation Administration's and Erickson CAMP and GMM regulations.
Reviewed aircraft maintenance records/flight logs to ensure maintenance checks and overhauls were performed on time.

14. Offsite Storage

Here's how records administrators use offsite storage:

Requested and received records/documents from offsite storage then maintain an inventory log.
Created an electronic database for offsite storage containers, resulting in multiple users being allowed to view the documentation.

15. Subpoenas

Subpoenas are formal and legal documents issued mostly by a court or some other government agency that demands the presence of the person the document is addressed to, to show up at court. Subpoenas are issued to individuals whom the court wants to appear either as a witness in a particular case in order to testify or to provide any evidence such as an object or a document.

Here's how records administrators use subpoenas:

Served as the custodian of records for the Tempe Police Department for subpoenas, public records requests and court dispositions.
Satisfy an average of 1,000 public record requests annually including subpoenas and media requests.

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What skills help Records Administrators find jobs?

Tell us what job you are looking for, we’ll show you what skills employers want.

What records administrator skills would you recommend for someone trying to advance their career?

Karen Bubb MBA

Department Head, Assistant Professor, Diagnostic Medical Imaging Cardiovascular Sonography Program Radiologic Technology Program, Oklahoma State University - Oklahoma City

In the healthcare administrative field, computer knowledge will be important, with more AI guidance that will need coders and billers to move into more of an auditing position. Having a vast knowledge of A&P will assist in determining correct codes for maximum reimbursement.

What type of skills will young records administrators need?

Veronica Cochran

CEO, International Association of Administrative Professionals

Those entering the administrative profession in the upcoming years will find it beneficial to understand what it means to be a strategic partner to their direct manager/supervisor, department, and organization at-large. As strategic partners, their role will extend beyond being a support person. It will involve strategically aligning oneself to fulfilling the organization's mission and vision while achieving business outcomes and success. The following skills will optimize both professional and organizational effectiveness:

1. Time management and organization
2. High EQ and interpersonal communication
3. Leadership effectiveness and accountability
4. Relationship management - (high inclusion capacity and high collaboration)
5. Problem-solving and innovation
6. Strategic planning and adaptability

What hard/technical skills are most important for records administrators?

Kurt Houser

Lecturer, University of Nevada, Las Vegas

This depends on your field. If you're a generalist, you need to know a little about every administrative subject, but typically you enter a technical field before you rise to a generalist/operations job, manager, or C-Suite position. Therefore, the technical skills needed depend on your desired field. Certainly, every administrator should understand data, performance improvement, and basic financial data, but if you are, for example, in finance, you should be working for credentials that show you are an expert in finance, budgeting, or accounting.

Do you want to know more?

List of records administrator skills to add to your resume

The most important skills for a records administrator resume and required skills for a records administrator to have include:

Data Entry
Access Database
SharePoint
Computer System
Hard Copy
Administrative Tasks
Background Checks
HIPAA
FAA
Management System
Payroll

Database Systems
Aircraft Maintenance
Offsite Storage
Subpoenas
Retention Schedules
HRIS
Off-Site Storage
Office Equipment
Hippa
QC
I-9

Sops
FDA
PowerPoint
PDF
Federal Regulations
ISO
Nara
Travel Arrangements
DMS
PeopleSoft

Updated January 8, 2025

Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

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Records Administrator Skills

Updated January 8, 2025

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