Administration professionals have diverse responsibilities across various fields, requiring different skills and education. However, they share common skills such as organization, multitasking, communication, technology, and record-keeping. Continuing education is essential to keep up with changing technologies and world needs.
To keep up with an ever-changing work environment, administration professionals have a wide range of responsibilities. These office professionals may specialize in a range of fields, from the legal, medical and educational professions to the government or technology sectors. Administrative skills will vary across industries and different geographies.
While not always necessary, many administrative professionals are certified or hold a bachelor’s degree in business, administration, office systems technology, or related programs. All of these positions generally require at least a high school diploma upon application. Additionally, it is often helpful to have experience or education in a particular field. For example, those working in a legal environment may find it helpful to have administrative skills related to paralegal studies.
Office professionals in the technology industries may find it helpful to have additional math, science, or computer skills. Most government jobs will generally also require you to complete a civil service exam. Continuing education, seminars, and professional organizations are other excellent ways to gain additional administrative knowledge and skills.
While their duties may vary from field to field and location to location, most office professionals will still share a similar set of skills. One of them includes having strong organizational skills. Administrative professionals must have the ability to multitask and make use of time management skills. Administrative workers are known for juggling numerous tasks and clients as well as meeting deadlines. These professionals must not only provide general office procedures but also support staff; run programming; manage purchases; train others; and interacting with customers, suppliers and the general public.
Additionally, employee administrative skills must include exceptional communications, both written and oral. Not only are they responsible for handling all calls quickly and efficiently, but they are also responsible for regularly checking voicemail and email messages and forwarding them to the appropriate parties. Strong writing, research and grammar skills are also important for the successful handling of written correspondence in and out of the office. Administrative professionals are essentially the lifeblood of the office.
Knowing the basic guidelines of business etiquette and practicing discretion with sensitive content and materials are additional administrative skills needed within an office setting. Another vital aspect of the job includes technology skills. Office professionals must have strong computer and keyboard skills. They must also be knowledgeable of technological changes in various software systems such as word processing, spreadsheets and databases and maintain adequate Internet skills. Records management is also essential.
Record keeping includes archiving procedures involving both electronic and manual filing. In the midst of it all, administrative workers are often required to store paperwork and supplies, as well as distribute mail and packages. In addition, equipment within the office, such as fax machines, copiers and printers, must be checked and maintained during the day. Administrative skills require lifelong education and training to keep pace with changing technologies and world needs.
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