Office Specialist Job Description

Salary Range

$36,350 - $54,300

Experience

Entry-level

Work Environment

Office with a public counter

What Does an Office Specialist Do?

Although few people notice when forms are processed, copies are ready and files are in order, an office slows down fast when that work slips. Office specialists handle it as part of a small team, giving clerical support to staff and the public in university departments, government agencies and company offices, and sometimes running the print and copy desk.

Also known as: Senior Office Specialist, Printing and Reproduction Services Clerk

Other Job Titles for This Work

Workers in this occupation report titles such as Administrative Clerk (Admin Clerk), Clerical Aide, Clerical Assistant, Clerk, General Clerk, Office Assistant, Office Clerk, Office Services Specialist.

Office Specialist Duties and Responsibilities

The primary responsibilities of an office specialist include:

• Process forms, requests and applications, checking each one for missing signatures or data.
• Answer phones and the front counter, and route questions to the right staff member.
• File, scan and retrieve records in paper files and electronic document systems.
• Run large copy, print and binding jobs on production copiers, and log charges to departments.
• Type letters, labels and form responses from templates or rough drafts.
• Sort and distribute incoming mail and prepare outgoing mail for pickup.
• Order and stock office and copy-room supplies, and report equipment faults to vendors.
• Enter data from forms into spreadsheets or the office's database.
• Schedule appointments, rooms and equipment loans using the office's shared calendars.
• Cover for coworkers during absences, following written desk procedures for each task.

Required Skills and Qualifications

To succeed as an office specialist, you will need the following skills and qualifications:

• Microsoft Word, Excel and Outlook
• Production copiers, scanners and binding equipment
• Accurate typing and data entry
• Paper and electronic filing systems
• Polite, patient service at a counter and on the phone
• Switching between tasks without losing track
• Following procedures and privacy rules
• High school diploma or equivalent

Education and Training

If you are applying without office experience, point to volunteer work, a school office job or a retail counter that shows accuracy and good service. Most employers need only a high school diploma. BLS classes the training for general office clerks as short-term and on the job, so most skills come from the first weeks at work. Senior office specialists usually add training duties and more complex records after several years in the role.

Salary and Job Outlook

According to BLS, employment of general office clerks is projected to decline about 6 percent for the decade ending in 2035. Openings stay plentiful all the same: BLS expects roughly 249,000 a year, because the group is so large and people move on often. Clerks who can also run print jobs, handle records systems and cover a front desk tend to find steady work.

Outlook source: U.S. Bureau of Labor Statistics, Employment Projections, 2025 to 2035, Office clerks, general.

Office Specialist Pay Range

Highest-Paying States for Office Specialists

The states with the highest median pay for this occupation are District of Columbia ($55,040), Colorado ($53,550), Alaska ($51,890), Washington ($50,500), North Dakota ($50,160). Pay is lowest in Louisiana ($32,480), Kansas ($32,370), Alabama ($31,200).

What the Work Is Like

O*NET surveys people who work as office clerks, general about their daily conditions. Of those surveyed:

• 93% are on the phone every day
• 90% work indoors in a climate-controlled space every day
• 89% use email every day
• 89% say being exact and accurate is very or extremely important
• 88% say teamwork is very or extremely important in their job
• 85% spend more than half the workday sitting
• 53% use their hands on tools, objects or controls for more than half the day

Education Workers Say the Job Needs

Tools and Software Office Specialists Use

Tools and equipment

• 10-key calculators
• Computer laser printers
• Computer terminals
• Data input scanners
• Desktop computers
• Dictation equipment
• Digital duplicating machines
• Electric typewriters
• Laptop computers
• Laser facsimile machines

Software

• Google Workspace software
• Intuit QuickBooks
• Microsoft Excel
• Microsoft Office software
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Word
• Adobe Acrobat
• Adobe InDesign
• Facebook
• Google Docs
• Henry Schein Dentrix

Is This Job a Good Fit for You?

People who do well in this job tend to enjoy organized work with data, records and clear procedures as well as leading, persuading and making business decisions.

Skills O*NET rates most important: Reading Comprehension, Active Listening, Speaking, Writing, Critical Thinking, Social Perceptiveness.

Knowledge areas used most: Administrative, English Language, Customer and Personal Service, Administration and Management, Computers and Electronics.

Preparation: O*NET places this occupation in Job Zone 2 of 5, which means some preparation.

Related Careers

These jobs use similar skills, according to O*NET's related-occupation data:

• Administrative Associate job description
• Secretary job description
• Administrative Assistant job description
• Graduate Program Coordinator job description
• International Student Services Assistant job description
• Receptionist job description
• Center Coordinator job description
• Office Manager job description

Applying for an Office Specialist Job

• Job application letter sample
• How to write the skills section of a resume
• How to describe your work experience
• Job interview tips
• Interview thank-you note

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