Administrative Specialist Job Description

What is an Administrative Specialist?

Administrative specialists must take on various roles within an organization to help ensure effective day-to-day operations. This role may require, but is not limited to, performing general clerical tasks, communicating with and greeting clients, responding to phone calls and emails, handling payroll and personnel issues, and managing office equipment and supplies. Administrative specialists may also be required to create reports and memos, organize events, and serve as personal assistants to managers and senior-level officers.

Administrative specialists require a high school diploma or equivalent (such as a G.E.D.). Depending on the level of experience required for the role, administrative specialists may also need an Associate's degree in office administration or a related field, or a Bachelor's degree in a field related to the industry. This role requires individuals who possess distinct skills in communication, organization, and problem-solving.

Administrative Specialist Job Description Template

Job Overview

Here at XYZ Inc., we are the leading company in our industry in the Capital City area. We're pleased to have a 3.8 Glassdoor rating from our employees. We are hiring an experienced Administrative Specialist to help us keep growing. If you're dedicated and ambitious, XYZ Inc. is an excellent place to grow your career. Don't hesitate to apply.

Responsibilities for Administrative Specialist

  • Active participation in office management, including handling general clerical tasks
  • Organize and prepare meeting schedules for various departments
  • Ensure meeting spaces are properly requisitioned ahead of schedule
  • Manage office equipment and supplies, and ordering new equipment and supplies as needed
  • Work collaboratively with other departments to help solve clerical issues
  • Offer assistance to accounting department to provide manage invoices, payments, and receipts
  • Confer with human resources department to provide assistance with payroll, personnel databases and other duties
  • Represent department managers or other senior-level officers in meetings, including taking notes and recordings as needed

Qualifications for Administrative Specialist

  • An Associate's degree in office administration or a related field may be preferred
  • 0-1 years of experience for entry-level positions
  • Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel
  • Experience using business email services, such as Microsoft Outlook
  • Previous experience with, or an ability to learn to use common office equipment, such as modern phone systems, fax machines, and copy machines
  • Comfort multitasking and handling multiple requests from different individuals and departments
  • Ability to work quickly and in a potentially high-stress environment
  • Strong communication skills and extremely self-motivated when managing communication channels
  • Highly organized and capable of creating organizational systems that others easily utilize

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Employers: How to Write Great Job Descriptions

  • Be sure to mention requisite years of experience and educational requirements
  • Tell job seekers what's unique about your company and job
  • Ideal length is a few paragraphs or about 200 words
  • Make sure to use appropriate paragraph breaks and bullet points so it’s easy on the eyes
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