If you are considering a career in the administrative field, you might be surprised to know that there are a variety of different jobs you can pursue. Generally, administrative jobs provide some type of clerical support to a business. Whether it’s secretarial, financial or something else, your job will help the main objectives of the company by organizing, managing and taking on a number of tasks that keep businesses running smoothly.
Skills or training for administrative jobs
The skills needed to perform administrative tasks may vary depending on the company and the exact position. However, some skills are common to all administrative positions:
Attention to detail
It is essential to have an eye for detail because most administrative tasks require meticulous work. You may need to review the documents, making sure there are no errors.
team player
In most cases, you will need to work with others. You will need to be a good team player, understand the art of compromise and have emotional intelligence.
communication skills
Excellent communication skills are essential for almost any job, and administrative positions are no exception. Communication skills include verbal and written communication. Knowing how to express your thoughts in a thorough but concise way is essential.
Time management
Having good time management skills means knowing how to set goals, prioritize your tasks, and then get the job done. Administrative employees often have to multi-task, balancing a variety of tasks simultaneously. It can be stressful and difficult if your time management skills aren’t up to snuff.
Flexibility
Sometimes an administrative employee’s job suddenly changes in the middle of a task. You will need great flexibility to meet the challenges associated with these turnarounds.
Organisational skills
Being organized is a skill every employee should have. You will have to manage a lot of paperwork, files, documents, etc. It only makes sense that strong organizational skills help you stay on track.
Main titles and descriptions of administrative positions
There are several types of administrative job titles. Here are the main categories for this position:
Administrative Assistant
An administrative assistant performs office support functions. They may do typing, email correspondence, scheduling appointments, taking minutes, sending documents and answering phone calls. These are just a few examples of some of the tasks that an administrative assistant may be called upon to perform. Some other job titles for this position include:
- Administrative Specialist
- Administrative Coordinator
- Administrative director
- Administrative director
- Administrative support manager
Administrative Services, Facilities and Office Managers
These individuals are responsible for providing support for the amenities and outdoor spaces. They may be responsible for repairing equipment, maintaining it and ordering supplies. Office managers will supervise administrative assistants, secretaries or other support staff. Other title names for this position include:
- Administrative Coordinator
- Administrative director
- Administrative director
- Head of administrative services
- Administrative Services Officer
Financial clerks
Finance clerks help keep financial records in order, which may include accounting, bookkeeping and auditing. They can also manage bills and invoices.
What makes finance clerks unique is that they typically work for certain clients, namely financial institutions, healthcare providers, insurance companies, and other cash management businesses. Some other job titles you may see for this position include:
- accounting clerk
- Audit Clerk
- Accounting
- Credit clerk
Clerk data entry
A data entry clerk transfers information, or data, from one point to another. They are expert at typing and have a good eye for detail as they have to go through multiple lines of information and make sure it is transferred correctly to the new location. Some standard titles for this position are:
- data entry operator
- Archives clerk
- Data entry specialist
- Clerk data entry
- Data Transcriber
Bill and account collectors
Invoice and account collectors process company financial information. They will manage accounts receivable and record the money that has come in. When invoices are overdue, they try to find a solution to help the debtor pay off the invoice. They must be adept at mediation and negotiation. This position may also have the following title:
- bill collector
- Account Coordinator
- Billing coordinator
Mail clerk
Postal workers fall into this category. They manage the distribution of all mail. This includes sorting, stacking and delivering mail to people on their route. Other job titles for this position are:
- Mail clerk
- Senior Mail Clerk
Executive assistants
An executive assistant is like an administrative assistant but on a much larger scale as they provide personal support to a top professional. In some cases, they will support a group of executives. They do this when executives do not have time to fulfill all of their usual responsibilities. Thus, the duties of an executive assistant may to some extent mirror those of the executive.
For example, they may need to attend meetings on their behalf or take meeting notes. They will also manage their travel, schedules and general administrative tasks. Some common titles and positions in this career are:
- Executive Assistant
- Personal management assistant
- Personal assistant
- Executive administrative assistant
- Senior Administrative Assistant
Hierarchy of administrative positions
As in any industry, there is a hierarchy of job titles associated with administrative positions. These are:
Entry-level workstations
Entry-level administrative jobs include more general and varied tasks, such as:
- Administrative Assistant
- office assistant
- Clerk data entry
Mid-level positions
A mid-level position is more focused on a specific area or task. This may require more technical skills. Some of these positions are:
- Executive Assistant
- Operations Administrator
- Administrative Officer
High level positions
These high-level administrative jobs are more specialized and technical. They also involve working with executives and senior managers and companies. Some of these positions include:
- Administrative director
- Senior Administrative Assistant
- Senior management assistant
General salary and prospects for administrative positions
According to the Bureau of Labor Statistics, the overall job outlook for administrative jobs is expected to decline 7% over the next decade.
However, there will always be plenty of job opportunities for administrative assistants and other administrative positions, with more than 300,000 job openings expected each year.
