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Office Assistant Duties and Career Options

Sep 26, 2019

Office Assistant Duties

The duties of an office assistant, or administrative assistant, vary widely from employer to employer. Tasks can be based on specialized administrative skills the assistant has or the job requires, how much work experience they possess, or what industry they are working in.

What Does an Administrative Assistant Do?

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 7% decline from 2018-2028* (for secretaries and administrative assistants)
Median Salary (2018) $38,880 annually* (for secretaries and administrative assistants)

Source: *U.S. Bureau of Labor Statistics (BLS)

Office Assistant Job Description

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.

Administrative Assistant Career Options

Because every business has clerical needs, office and administrative assistants can find employment in almost any type of work environment. Those seeking office assistant positions in specific fields, particularly for legal or medical office assistants, 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 office assistant training and education, such as completion of certificate, diploma, or degree programs.

Employment Outlook and Salary Information

The U.S. Bureau of Labor Statistics predicted 7% overall employment decline for administrative assistants and secretaries from 2018 to 2028. The BLS predicted an expansion of jobs for medical secretaries (16% gain) and a contraction of opportunities for legal secretaries (21% loss). In 2018, the BLS reported an annual median salary of $36,630 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.

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