Office Assistant job description: duties, skills and qualifications.

Core duties

12

O*NET task statements

Preparation

Job Zone 1-2 of 5

very little to some preparation

Typical entry education

High school diploma or equivalent

BLS 2025–35

Median pay

$45,010

BLS May 2025

Data Government data groups this job as Office Clerks, General (O*NET-SOC 43-9061.00). Figures on this page are for that occupation.

1. Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers. importance 4.6 of 5
2. Answer telephones, direct calls, and take messages. importance 4.3 of 5
3. Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints. importance 4.3 of 5
4. Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer. importance 4.0 of 5
5. Compile, copy, sort, and file records of office activities, business transactions, and other activities. importance 4.0 of 5
6. Review files, records, and other documents to obtain information to respond to requests. importance 3.9 of 5
7. Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail. importance 3.9 of 5
8. Compute, record, and proofread data and other information, such as records or reports. importance 3.8 of 5
9. Complete work schedules, manage calendars, and arrange appointments. importance 3.7 of 5
10. Type, format, proofread, and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters. importance 3.5 of 5
11. Inventory and order materials, supplies, and services. importance 3.5 of 5
12. Deliver messages and run errands. importance 3.5 of 5

Work activities O*NET rates most important here: Working with Computers, Communicating with Supervisors, Peers, or Subordinates, Getting Information, Performing Administrative Activities and Documenting/Recording Information.

Also part of the job

Supplemental tasks O*NET lists for this occupation: less central than the core duties above, and not done in every job.

• Collect, count, and disburse money, do basic bookkeeping, and complete banking transactions.
• Complete and mail bills, contracts, policies, invoices, or checks.
• Process and prepare documents, such as business or government forms and expense reports.
• Monitor and direct the work of lower-level clerks.
• Prepare meeting agendas, attend meetings, and record and transcribe minutes.
• Train other staff members to perform work activities, such as using computer applications.

Knowledge areas: Administrative, English Language, Customer and Personal Service and Administration and Management.

Software O*NET lists for this occupation: Google Workspace software, Intuit QuickBooks, Microsoft Excel, Microsoft Office software, Microsoft Outlook, Microsoft PowerPoint. These are examples O*NET records for the job, not a list of tools every employer uses or a checklist of what you must know.

• Education: BLS lists a high school diploma or equivalent as the typical entry-level education.
• Experience: BLS lists no work experience in a related occupation as typical to enter.
• Training on the job: BLS lists short-term on-the-job training as typical once hired.
• Preparation: O*NET places the job in Job Zone 1-2 of 5 (very little to some preparation). Some occupations may need little or no previous experience; others require several months to a year of experience.
• Licenses and certifications: not listed here. A license is a legal requirement set by a state; a certification is a credential from a private or professional body. Rules vary by state and employer, and a missing entry on this page does not mean none is required: check with your state's licensing board.

The most common answer among office assistants surveyed by O*NET is a high school diploma or equivalent (41%).

Job title: Office Assistant
[Company] · [City, State] · [Full-time or part-time] · [Pay range, where your state requires one]

About the role
[Company] is hiring an Office Assistant to perform duties too varied and diverse to be classified in any specific office clerical occupation, requiring knowledge of office systems and procedures.
[One sentence on your team and why this role matters.]

What you will do
- Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
- Answer telephones, direct calls, and take messages.
- Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.
- Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
- Compile, copy, sort, and file records of office activities, business transactions, and other activities.
- Review files, records, and other documents to obtain information to respond to requests.
- Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
- Compute, record, and proofread data and other information, such as records or reports.

What we are looking for
- [Education: BLS lists a high school diploma or equivalent as typical for this occupation; set the level this role truly needs]
- [Experience: BLS lists no related work experience as typical to enter; set what this role needs]
- Strength in reading comprehension, active listening and speaking
- Working knowledge of Administrative and English Language
- [Software your team uses, e.g. Google Workspace software or Intuit QuickBooks]
- [Any license or certification your state or company requires]

[Schedule, benefits and how to apply]

Illustrative: every name, employer, school, date and number in these samples is fictional or a bracketed placeholder. Replace each bracket with your own true details; never copy a result you did not achieve.

Not a real job posting. This template is TryHired's illustration built from government occupational data. It is not an opening at any employer, and no employer wrote it.

The median annual wage was $45,010 in May 2025. The median hourly wage was $21.64. BLS estimates about 2,464,940 jobs in this occupation in the U.S.

BLS projects employment of Office Clerks, General to decline 6.0% from 2025 to 2035, with about 249,000 openings a year over that period, including openings to replace workers who leave.

See the full office assistant salary breakdown by percentile, state and metro.

• Read a real office assistant posting next to the core duties above. Duties it repeats, such as “Operate office machines, such as photocopiers and scanners, facsimile…”, tell you what that employer weighs most; anything it adds is specific to that team.
• Tailor your resume to the posting, not to this page: describe only office assistant work you have actually done, with your own results.
• Prepare a story for each of the top-rated skills (reading comprehension and active listening); office assistant interview questions turns them into practice questions.