Job Descriptions of Administrative Staff
The first thing you need to know when seeking an administrative job is a good description of the position. Unfortunately administrative staff job descriptions can be very confusing.
In many occasions even people in the industry and those doing the hiring may not know what they mean. Therefore it is a good idea to familiarize yourself with administrative staff job descriptions.
A good place to learn about job descriptions is the website run by the US Bureau of Labor Statistics: http://www.bls.gov. This federal agency collects information about jobs and employments. Its’ descriptions are among the most comprehensive around but even they can be a little vague. Still this agency is one of the best sources of job data in the US.
Some Administrative Staff Job Descriptions
- Administrative Assistant- This job description has become a very vague catch all term. It was originally meant as an alternative for secretary. Today it can mean a secretary, a receptionist, a clerk, even an administrator. It is best to read the job description and look at the duties.
- Secretary – This usually means a person who performs specific duties such as typing, transcription, etc. in an office. They often act as receptionists. In smaller businesses and private practices they often act as office managers.
- Office Manager- Basically the person who is in charge of an office. They often supervise secretaries, administrative assistants and other workers. In many cases they are older and more experienced.
- Office Assistant – Another term for administrative assistant. It may refer to a person experienced in the operation of computers and other office devices.
- Office Administrator – Another term for office manager or office assistant.
- Coordinator – A term that is being used for clerks these days. It may also refer to a person whose job is to coordinate the flow of information between departments or organizations.
- Accounting Assistant – An office or administrative assistant with specialized knowledge or experience in accounting.
- Legal Assistant – Usually an administrative assistant with knowledge or experience or a legal background. Can also mean a paralegal but not always.
- Executive Assistant – This can refer to a secretary or an administrative assistant who works directly for a particular executive. In many cases this individual will handle personal matters for their boss such as paying bills, preparing expense reports or ordering items.
- Sales Assistant – This term usually refers to administrative assistant who supports a sales person or a team of sales people. It can also refer to an assistant that supports a sales manager.
- Office Services Specialist – Basically a fancy term for office assistant used in the federal government.
The Federal Government
As anybody who has ever dealt with it knows the federal government speaks a language all its own. The federal government uses different terms to describe administrative positions. You should become aware of them because the federal government is one of the biggest employers of administrative personnel and its positions pay very well.
For example an office assistant at the federal government can be called an office automation or office services specialist. A clerk or office manager can be called a coordinator. Administrative assistants in the federal government can also be called program assistants. The best way to get familiar with the terms used by the federal government is to visit its job website www.usajobs.gov
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