What does an administrative services specialist do?

1 Typical duties

An administrative services specialist is someone who provides general or specialized support to a department, office, or project. Depending on the size and nature of the organization, the duties may vary; however, some common tasks include answering phone calls, emails, and inquiries from clients and customers; scheduling meetings, appointments, and events; preparing and maintaining documents, records, and reports; ordering and managing supplies, equipment, and inventory; processing invoices, payments, and reimbursements; coordinating travel arrangements, accommodations, and logistics; assisting with budgeting, accounting, and auditing; implementing and enforcing policies and procedures; supervising and training other administrative staff; and handling confidential and sensitive information.

2 Required skills

To be an effective administrative services specialist, you need to master a combination of hard and soft skills. Hard skills are technical and practical abilities that you can learn through education, training, or experience. These include proficiency in Microsoft Office and other software applications, knowledge of office equipment and systems, the ability to type fast and accurately, familiarity with basic accounting and bookkeeping principles, and understanding of industry-specific terminology and regulations. Soft skills are personal and interpersonal qualities that help you communicate, collaborate, and adapt to different situations. These include good communication skills to express yourself clearly and politely to different audiences; organizational skills to plan, prioritize, and manage multiple tasks; problem-solving skills to identify, analyze, and resolve issues; customer service skills to provide friendly service; and teamwork skills to work well with others.

3 Educational qualifications

The educational requirements for an administrative services specialist may vary depending on the employer and the industry, but many employers prefer candidates who have at least a high school diploma or equivalent. Some may also require or prefer candidates with college courses, a certificate, or an associate degree in office administration, business administration, or a related field. Additionally, certain employers may look for candidates with specific certifications or licenses in their field, such as Certified Administrative Professional (CAP), Certified Professional Secretary (CPS), Certified Medical Administrative Assistant (CMAA), or Certified Legal Secretary Specialist (CLSS).

4 Career opportunities

An administrative services specialist can work in a variety of settings, from government agencies to financial services and hospitality businesses. According to the U.S. Bureau of Labor Statistics, the median annual wage for administrative services managers was $96,940 in 2019, while secretaries and administrative assistants earned a median annual wage of $39,850. The job outlook for administrative services specialists varies depending on the industry and the demand for their services. However, the U.S. Bureau of Labor Statistics projects that employment of administrative services managers will grow by 6% from 2019 to 2029, which is faster than the average for all occupations. On the other hand, employment of secretaries and administrative assistants is expected to decline by 9% from 2019 to 2029 due to automation and outsourcing of some tasks.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?