The duties of an office assistant vary widely from employer to employer, often based on any specializations that the assistant has, how much work experience they possess, or what industry they are working with.
Office assistants' job duties usually include tasks like typing, filing, taking inventory, keeping records and sorting checks. They may also prepare documents, process mail and answer telephones. They can seek employment in specialized fields that match their interests, such as education, finance, law, medicine, technology and government. Industry-specific training may be necessary for advancement or initial employment in a targeted field.
|Required Education||High school diploma or equivalent|
|Other Requirements||Continuing education or training for advancement or specialization|
|Projected Job Growth||3% from 2014-2024*|
|Median Salary (2015)||$33,910 annually*|
Source: *U.S. Bureau of Labor Statistics (BLS)
Some office assistants perform data entry and payroll tracking. Assistants might also work with salespeople, deal with customer complaints and answer questions about business services. While office assistants may perform many of the same job duties on a daily basis, some responsibilities can change from day to day according to the needs of the employer.
Most office assistant jobs entail using a variety of office equipment, such as fax machines, printers and copiers, as well as computers and business software. According to the U.S. Bureau of Labor Statistics, office assistants and secretaries are increasingly required to continue their education or take courses in technology as new advancements and office procedures evolve.
Office assistants' duties and levels of responsibility can be dictated by their work experience. Entry-level assistants may not be expected to make independent decisions and might only follow predefined procedures. Office assistants in supervisory positions, on the other hand, make many decisions. Supervisor duties often include training and evaluating entry-level staff, planning schedules and assigning work for office personnel. Office assistant supervisors could have other responsibilities, like updating office methods and work procedures.
Office Assistant Career Options
Because every business has clerical needs, office assistants can find employment in almost any type of work environment. Those seeking office assistant positions in specific fields, particularly legal or medical, may be required to have some college education or certification in that area.
Office assistants in entry-level positions who have strong analytical, people and communications skills often have opportunities of advancing to supervisory roles after gaining some work experience. They may also be promoted to other office or administrative positions with higher levels of responsibility, such as office manager or administrative assistant. Career advancement in this field sometimes requires additional education or training, such as completion of certificate, diploma or degree programs.
Employment Outlook and Salary Information
The U.S. Bureau of Labor Statistics predicted 3% overall employment growth for administrative assistants and secretaries from 2014-2024. The BLS predicted an expansion of jobs for medical secretaries (21% gain) and a contraction of opportunities for legal secretaries (4% loss). In 2015, the BLS reported an annual median salary of $33,910 for this occupation, excluding medical, legal and executive secretaries, whose salaries varied.
There are numerous routes to a successful career as an office assistant. Those considering this path should keep their options open and be willing to learn extra skills in order to aid them in their job duties, thereby allowing for career advancement and specialization.