Skills Needed for Administrative Jobs

Written by timothy bodamer
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Skills Needed for Administrative Jobs
A copier is one of the many tools a person in an administrative job typically must use. (Fax/Printer buttons image by Jeffrey Zalesny from Fotolia.com)

Working in an office administrative position requires you to think fast, be meticulous and have a varied skill set regarding equipment, machines, and processes. Knowing how to operate a fax machine or creating a computer spreadsheet are just a few of the daily jobs required to work in an office administrative position.

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Using Office Equipment

Knowing how to use office equipment is key for anyone in an administrative job. Secretaries or administrative assistants use copy machines, scanners, telephone systems and fax machines. Computers are also used for creating spreadsheets, overseeing databases and composing letters. Desktop publishing projects and presentations are also created by the administrative employee, so knowledge in these programs is vital. In addition, administrative employees work with vendors on leased equipment.

Legal and Medical Skills

Administrative employees must be able to supervise other clerical staff as well as know how to manage time sensitive situations. Such staff handle responsibilities that may include setting up conference calls, reviewing memos and e-mails for distribution and preparing agendas for high-level meetings. Administrative employees in the legal field work with documents involving technical terminology and processes. Legal administrative employees must have the knowledge necessary to help prepare complaints, motions and subpoenas. Medical administrative staff must know how to perform dictation for filling prescriptions and patient records in addition to understanding medical terminology.

School Skill Sets

Administrative employees working in schools are responsible for communicating important information to teachers, school board administrators, parents, students and the community. Necessary skills include knowing how to draft correspondence and sending e-mails. School administrative employees must know how to schedule appointments, file students records and assign classroom schedules.

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