What professions have terms of office

Administrative specialist

Job description

Administrative officers are entrusted with the administration of the federal, state, municipal and other public institutions. Your areas of responsibility are complex and depend on the respective application group and range from the higher service (= civil servants with a university degree) to various auxiliary services. Depending on the area of ​​responsibility and authority (e.g. federal offices, state offices, pension insurances), you are in contact with colleagues, with employees of other departments and authorities as well as with customers (party relations).

see also the apprenticeship administrative assistant * in (apprenticeship).

Work and activity areas

Specialized administrative officials in public administration are divided into the following employment groups.

  • Employment group A: Higher service (civil servants with a university degree)
  • Employment group B: Higher service (school leaving examination, civil servant advancement examination)
  • Usage group C: Specialized service (not completed a secondary school, but higher-quality use due to a specialist examination)
  • Usage group D: Middle service (office service)
  • Usage group E: auxiliary services

The areas of responsibility within an authority range from technical services to commercial activities. Fields of activity are z. B. Business development, school supervision, construction management, transport, police administration, housing construction, forest management or water management.

The respective activities depend on the usage group. They range from the preparation of studies and expert opinions, legal advice, etc. (application group A), independent administrative work (application group B, C) to secretarial work, general office work and messenger services (application group D or E). Specialized administrative officials can be active in party relations (provide information, create and certify ID cards) or only carry out commercial, administrative or organizational work (payroll accounting, company accounting, office organization, etc.).

Work equipment

Administrative officials work with computers, laptops, specialist software programs and general office software as well as with office equipment such as copiers, printers and scanners. They use the Internet for research and communicate via e-government systems, telephone and mobile phone, e-mail, Internet and video telephony and online meeting tools. They keep forms, files and databases and also read and use legal documents such as codes of law, ordinances, guidelines and the like.

Work environment / places of work

Administrative officers are active in different areas depending on the application group, such as B. in district authorities, municipal offices, in the ministries, in the offices of the respective state governments or in the pension and health insurance institutions.

You usually work in offices and meeting rooms in a team with colleagues, superiors and various specialists and assistants. Often they also have party relations and therefore contact with customers.

Administrative officers * predominantly have regular working hours during their usual terms of office. However, overtime and overtime may also be required depending on the usage group and area of ​​activity. In some areas, increased mobility is required because business trips are more frequent.

The most important activities at a glance

  • Carry out administrative work at the various levels of service
  • Guide and lead employees and administrative assistants
  • Divide the budget for office equipment, office supplies, etc.
  • Manage files, index cards, databases and archives
  • Conduct communication and correspondence
  • Use IT and business software
  • Keep appointments, take part in discussions and meetings
  • Carry out business trips
  • depending on the service level: manage administrative departments
  • Read, know and comply with legal texts, regulations, guidelines, etc.
  • Conduct party intercourse, hold consultation hours, look after clients (parties)

Employment opportunities

  • Public service (administrative institutions of the federal government, the federal states and the municipalities, e.g. ministries, district offices)
  • Public institutions such as B. Social insurance, health care institutions, tax offices, courts
  • Educational institutions such as universities, technical colleges and schools


  • Clerk - sovereign administration


In every job you need whole special technical know-howthat is conveyed in training and further education. In the two menu items training and further education you will find information about which professional skills are particularly important in this profession.

There are also competencies, skills and characteristics that are important in all professions. These include in particular:

  • Reliability and punctuality
  • accurate and careful work
  • independent work
  • Enthusiasm
  • Sense of responsibility
  • Ability and willingness to work together with others (ability to work in a team)
  • Willingness to learn

The following list gives you an overview of others general requirements, in the This profession frequently asked. These can of course be very different from company to company.

REMEMBER: Many of these requirements are also part of the training.

Expertise: What skills and knowledge are expected of me?

  • Application and operation of digital tools
  • Data security and data protection
  • good knowledge of German
  • commercial understanding
  • written expression
  • economic understanding
  • Numerical understanding and arithmetic

Social skills: What do I need when dealing with others?

  • Open-mindedness
  • Leadership ability
  • Communication skills
  • Sociability
  • Customer orientation

Self-competence: What personal qualities should I have?

  • attention
  • Flexibility / willingness to change
  • friendliness
  • patience
  • Legal awareness
  • Secrecy / discretion

Further requirements: What else is important?

  • well-groomed appearance

Methodological competence: Which working and thinking styles are important?

  • Coordination skills
  • Organizational skills
  • Planning ability
  • systematic way of working

Alternative professions

Alternatives (selection)

Alternative professions are professions that either have a similar training or similar tasks or activities to the profession you are currently researching. The similarity can also lie in the work materials, the work environments or in the way you work with other people.

This list should help you to consider which professions and training courses might be of interest to you and to give you further ideas.

  • Assistant in security administration (apprenticeship)
  • Office worker / office worker
  • EU civil servant
  • Tax officer
  • Bailiff
  • Lawyer
  • Office assistant (apprenticeship)
  • Politician
  • Clerk
  • Registrar
  • Tax assistant (apprenticeship)
  • Administrative assistant (apprenticeship)


The possibility of independent professional practice is given, for example, by:

Free trades:

  • Office service (provision of office equipment and the performance of office work, limited to typing, addressing, enveloping, packaging of mail, running errands and receiving and forwarding messages received by telephone or other means of communication)
  • Storage and destruction of files and data carriers (records office)

Information on "Free Trade": Independent trades usually do not require a certificate of competence, but only a registration with the trade authority. Basically, the scope of the business depends on the wording of the business registration.

List of independent trades:

General information:

With the exception of the liberal professions (and new self-employed) and agriculture, you need one for every activity that you want to do independently, regularly and with the intention of making a profit Business license. You can obtain this by registering with the trade authority (district authority, magistrate).
Regardless of whether you have any qualification, you must meet the following requirements:

  • the 18th year of life must be completed
  • Austrian citizenship or citizenship of another EU member state (or of a state with which a corresponding international treaty exists) or you have a valid residence permit that entitles you to self-employed
  • no grounds for exclusion (e.g. rejected bankruptcy applications, punishment for financial crimes)

In all cases of independent professional practice (whether in the context of a trade or as a freelance activity) this is with the Social Insurance Institution of the Commercial Economy and the responsible Tax office Report to.

Liberal professions are self-employed (freelance) activities that are not subject to the trade regulations (e.g. doctor and other health professions, lawyer, musician, writer and other artist professions). For some liberal professions, the practice of the profession is regulated by their own legal provisions (doctors 'law, lawyers' code, civil engineering law, etc.) and there are special interest groups (chambers or professional associations) to which the start of self-employment must be reported. For other liberal professions, such as B. Artists, writers, journalists, there are no special legal provisions or reporting requirements.

Further information and contacts:


Interesting information about the job

  • European Union

  • European Parliament

  • Public service in Austria on the Internet

© ibw - Institute for Economic Research in Education