Administrative Officer Job Description: Top Duties and Qualifications

Last updated: July 28, 2022

 

An Administrative Officer, or Admin Officer, is responsible for providing administrative support to an organization. Their duties include organizing company records, overseeing department budgets and maintaining inventory of office supplies.

Build a Job Description

Administrative Officer duties and responsibilities

Administrative Officers manage the daily tasks of a company or organization by providing administrative and clerical support. The duties and responsibilities of an Administrative Officer typically include: 

  • Greeting and directing visitors, answering phone inquiries and handling complaints in a courteous, professional manner
  • Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times
  • Occasionally traveling off-site to deliver reports or files to other departments
  • Ensuring the confidentiality and security of files and filing systems
  • Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary company news and information 
  • Operating copy equipment, fax machines, printers or other equipment necessary
Build a Job Description

Administrative Officer Job Description Examples

What does an Administrative Officer do?

An Administrative Officer typically works for organizations across industries to oversee department heads and ensure the organization maintains excellent clerical and administrative practices. They work closely with upper management to review company operations and look for ways to maximize internal processes. Their job is to review corporate laws and other regulations that apply to their businesses industry, to ensure the company implements them in daily practices. They may also be responsible for hiring and training staff members for various departments.

Close-up shot of a hand reaching for office supplies in a shelf. Text reads: "Sample administrative officer duties:Greet visitors,Maintain office supplies,Operate office equipment,Schedule meetings"

Administrative Officer job description intro paragraph

When writing an Administrative Officer job description, start by introducing the job and company to prospective Administrative Officers. Briefly highlight the work environment, what sets your company apart and why the role is important to your company.

For example:

“Company ABC is looking for an Administrative Officer to join our growing team. In this role, you’ll organize and oversee all administrative and clerical functions to ensure our operations run as efficiently as possible.

Here at Company ABC, there are plenty of opportunities for professional development and growth. In fact, we’re committed to creating a culture of learning and continuous feedback. We’re proud to have a 4.5 star rating on Indeed Company Pages and an above average ​​Work Happiness Score from our employees.”

Administrative Officer skills and qualifications

An Administrative Officer should have the following skills and qualifications to be successful in their role: 

  • Good organization, time management and scheduling skills
  • Basic bookkeeping experience, especially in accounts payable/receivable
  • Experiencing using office management software, including word processing software and spreadsheets
  • Typing speed of at least 60 words per minute with few errors
  • Strong communication skills
  • Ability to multitask

Administrative Officer salary expectations

An Administrative Officer makes an average of $75,334 per year. Salary may depend on the Administrative Officer’s level of experience and geographic location.

Administrative Officer education and training requirements

Education and training requirements for Administrative Officers include a minimum of a high school diploma or GED. However, many employers require Administrative Officers to hold an associate or bachelor’s degree, preferably in business, public administration or a related field. Professional certification in office management is a plus. 

Administrative Officer experience requirements

Most employers require Administrative Officer candidates to have previous experience in a clerical or secretarial role or experience handling administrative tasks in a related field. Administrative Officers should also have a strong understanding of business management. Many Administrative Officers begin their careers as Administrative Assistants or similar and, through work experience, advance to Administrative Officer positions.

Job description samples for similar positions

If the job description for the Administrative Officer position doesn’t meet your needs, view these job descriptions for similar roles: 

Ready to Hire an Administrative Officer?Build an Administrative Officer Job Description

Frequently asked questions about Administrative Officers

 

What qualities make a good Administrative Officer?

There are a variety of skills and qualifications that make a good Administrative Officer. A few key areas that help Administrative Officers perform their job duties well include:

  • Interpersonal communication: To effectively communicate between hospital/healthcare department heads and upper management or board of directors. For example, an administrative officer might have a meeting in the morning to learn about budget cuts from the board, while they need to communicate that information to lower-level department heads in the afternoon.
  • Healthcare expertise: To develop organizational policies and designate organizational budgets to the right areas. For example, an Administrative Officer reviews the U.S. Department of Health and Human Services and decides to create heightened patient confidentiality policies in response to the HIPAA Privacy Rule.
  • Forward-thinking attitude: To determine the areas of their organization that could use improvement. For example, an Administrative Officer does research on up-and-coming IT software for healthcare operations and begins creating a plan to implement those updated technologies into their facility. 

 

Who does an Administrative Officer report to?

Administrative Officers working in a corporate environment typically report to the Director of Operations, the Chief Operating Officer (COO) or the Chief Executive Officer (CEO). For Administrative Officers working in a healthcare setting, they usually report to the Medical Director or Healthcare Director to receive tasks and relay information about facility needs.

 

Who reports to the Administrative Officer?

Usually, all members of the HR, IT, accounting or finance and marketing departments report to the Administrative Officer. They provide Administrative Officers with financial reports or payroll data, update them on hiring procedures and relay their budgeting or supply needs.

 

How can I assess an Administrative Officer candidate's qualifications during an interview?

Your ability to effectively assess a candidate’s qualifications for an opening as an Administrative Officer within your company may depend on the types of questions you ask during your interview with them. You can ensure you ask questions that initiate good answers by using the STAR method. Typically, this method is used to answer questions, but it can also be used to create them. STAR stands for:

  • Situation: Asks you to frame questions in a way that makes the recipient mention a specific time or event.
  • Task: Asks the recipient to clarify what their role was in the situation.
  • Action: Asks the recipient to describe how the handled to the situation within their role.
  • Response: Asks the recipient to summarize how their actions affected the outcome of the situation.

Here are a few examples of interview questions for administrative officers using the STAR method:

  • “Can you describe a situation where you had to fix a scheduling conflict? What was your role and how did your actions affect the outcome?”
  • “Have you ever had a negative interaction with a client? How did you respond and what was the end result?”
  • “What is your experience level working with Excel? When did you use it last and why?”

Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

No search results found