Army Administrative Specialist Job Description

Army Administrative Specialist Job Description

This illustration shows a day in the life of a Army administrative specialist including "Ensures proper filing of correspondence," "Writes office SOP, job descriptions, and directives," and "Performs typing and clerical duties."

 Alex Dos Diaz © The Balance

(Note: The Army eliminated this Military Occupation Specialty (MOS) in July 2006. The information below is maintained for historical purposes only.)

Major Duties of 42L

The soldier assigned to Army Enlisted Job 42L-Administrative Specialist supervises or performs administrative, clerical, and typing duties. Duties for MOS 42L at each level of skill are:

  • (1) Skill Level 1. Types military and nonmilitary correspondence in draft and final copy. Employs basic principles of English composition and grammar in preparing correspondence. Proofreads typed documents against source documents. Assembles final product for review, authentication, or other disposition. Prepares registered or certified mail for dispatch. Opens, sorts, routes, and delivers incoming correspondence and messages. Prepares suspense control documents and maintain suspense files. Signs receipt for, and picks up registered and certified mail. Dates and dispatches outgoing correspondence and messages. Prepares and maintains functional files per MARKS. Receives publications, establishes and maintains publications library. Requisitions and stocks blank forms.
    • (2) Skill Level 2. Performs typing and clerical duties shown at preceding level of skill and provides technical guidance on administrative matters to typists and clerical personnel. Proofreads correspondence for format, content, and use of authorized abbreviations. Answers inquiries from staff and advises personnel on administrative and clerical matters. Sets up and maintains logs, rosters, status boards, charts, graphs, and viewgraphs. Composes routine correspondence.
    • (3) Skill Level 3. Supervises performance of administrative functions. Reviews and edits correspondence prior to release, submission for signature, or other disposition. Conducts periodic review of files to ensure proper filing of correspondence. Controls use of reproduction facilities and reviews items to be reproduced. Plans and organizes office operations to include publications and forms administration and office administrative procedures. Writes office SOP, job descriptions, and directives, Determines requirements for office equipment, supplies, and space. Plans layout of the office. Requisitions, receives, inventories, and signs hand receipts for office equipment. Coordinates administrative activities with other organizational elements and staff sections. Establishes mail delivery routes and schemes and arranges for pickup of distribution by messengers. Serves as custodian of classified documents. Signs receipts for logs, inventories, and files, and secures classified documents. Prepares documents for destruction or other disposition. Ensures proper accountability of documents based upon the degree of classification.
    • (4) Skill Level 4. Supervises administrative functions and performs duties at preceding level of skill at division, comparable, or higher-level headquarters. Provides technical training and instructions to subordinates and supported units.
    • (5)Skill Level 5. Supervises performance of administrative functions in administrative or similar element at division, comparable, or higher-level headquarters. Inspects subordinates units and makes recommendations for elimination of deficiencies or improvement of administrative operations.

Physical Requirements for 42L

Administrative specialists must possess the following qualifications:

  • (1) A physical demands rating of medium.
  • (2) A physical profile of 323222.
    • (3) A minimum score of 95 in aptitude area CL.
    • (4) The ability to type at a minimum speed of 25 net words per minute.
    • (5) Formal training (completion of a course of instruction for MOS 42L course conducted at or under the auspices of the U.S. Army Adjutant General School) mandatory.

c. Additional skill identifiers

  • (1) E3--Executive Administrative Assistant (SPC through SSG).
  • (2) E4--Attache Administrative Support.
    • (3) F4--Postal Supervisor.
    • (4) F5--Postal Operations.
    • (5) P5 Master Fitness Trainer,
    • (6) 2S--Battle Staff Operations (skill level 3 and above).
    • (7) 4A--Reclassification Training.

(Information derived from Army Pamphlet 611-21.)