Administrative assistant roles are dynamic and demanding. Your responsibilities can vary tremendously depending on the company. So you face a unique challenge when crafting a resume: how do you create an administrative assistant resume that matches all those requirements?

Before you panic, remember that we’ve got years of experience helping people like you get hired. This guide is going to break down every single thing you need to know to create a resume that will get you hired.

We’ll explain:

• What key audiences you need to have in mind when creating an administrative assistant resume
• What will make your resume stand out to employers
• How an administrative assistant resume should be formatted
• Which soft and hard skills you should include (and which you should avoid)
• The best way to include achievements
• How to write a resume objective or summary (and how to choose between them)
• How to write an administrative assistant resume when you have limited or no experience
• How to target a specific company and position for maximum results
• And more!

Administrative assistant resume examples

The hardest part about creating a resume is always the dreaded blank page. The best way to combat this is to start with some administrative assistant resume samples to get your creative juices flowing. 

Have a look at these and take careful note of what stands out and what you might want to emulate on your resume.

[Examples]

How to write an administrative assistant resume that will get you hired

At its core, a resume is a communication tool. You’re trying to get a person (and a computer algorithm, more on that later) to understand specific things about you. That’s why creating a great administrative assistant resume begins with understanding your audience.

Start with understanding your audiences

Who is actually going to read your resume? A surprisingly small number of applicants ever think about this, which is why it’s the first step in helping your resume stand above the rest. 

Most people would assume that a recruiter or HR professional is the main person who reviews their resume, but that’s increasingly not the case.

What to know about ATS

ATS stands for Applicant Tracking System. It’s an algorithm that scans your resume for specific keywords to determine whether or not you meet the minimum requirements for a human to review. In other words, the first hurdle you have to overcome is actually a computer algorithm.

ATS scanners are pretty smart, but you can still outsmart them. While each one works a little differently, the main way to beat them is to know what they’re looking for. Fortunately for you, the answer to that question is right in front of you: the administrative assistant job ad you’re replying to.

Start by reading the job ad very closely (something you should be doing anyways) and writing down all of the key words it asks for in a candidate. Now your mission is to include as many of those keywords on your resume as possible. Just be sure to tell the truth, lying on your resume isn’t going to help you in the long run.

One critical thing to remember is that you should include those keywords exactly as they appear in the job ad. An ATS might not be smart enough to realize that “trusted to manage large budgets and assist in payroll” and “experience with accounting” could mean effectively the same thing.

What to know about the recruiter who will read your resume

Once your resume has gotten past an ATS by effectively incorporating the keywords taken from the job ad, it’s still got to impress a human reader. Fortunately, many of the same ATS-friendly techniques also work well here. That recruiter is looking for a resume that checks specific boxes and the job ad will tell you what those boxes are.

But getting this just right goes a bit deeper. For example, say a job ad is looking for a CAP certified administrative assistant. Put that you have that certification right at the top next to your name. Recruiters get tired of having to scan through resumes to find basic information that will tell them whether it’s worth even considering an applicant. If you make their job easy, they’ll be more likely to hire you.

Also consider how your resume can demonstrate you have the qualities the company is looking for in an administrative assistant. Some examples might include:

• Triple check for spelling and grammatical errors (attention to detail).
• Find examples of times you’ve gone above and beyond (not needing to be managed closely at all times). 
• Work with a friend to make sure your experience, objective, summary, and other sections are well written (good communication skills).

How to go beyond the basics and appeal to a recruiter

Getting your keywords just right is great, but you can and should be taking your job targeting game to the next level. This is where subtle additions can make a difference. After all, remember that recruiters are human just like you!

For example, using the company’s colors in your resume can send a “I belong here” message. It also helps to research the company on its website and any social media pages it might have. If you see some aspects of company culture that you would fit in with, try and mention them. For example, if the company went on a hiking trip for team building, you can mention that you love to hike.

These small details might not even be overtly perceived but can add up to a recruiter having “a good feeling” about you as a candidate. That feeling is worth a lot when you’re competing against dozens of other candidates for an administrative assistant position.

What’s the best way to format an administrative assistant resume?

Once you’ve researched the company and carefully read through the job ad several times, you should have a comprehensive list of what you need on your resume. Now it’s time to start creating it.

The first question you’ll face at this point is how to format your administrative assistant resume to have the best chance of success. Here’s a breakdown of what you need to know.

Put the most important information at the top

This may seem obvious but you’d be amazed how many people forget this key resume principle. A quick glance at the top of your resume should tell a recruiter (or an ATS for that matter) who you are, what your major qualifications are, and what you’re trying to achieve. 

If a recruiter scans the top of your resume and can’t find a crucial and basic piece of information, they’re likely to get frustrated and not look at your application kindly.

Go with reverse chronological

If the most important information in your resume belongs at the top, it’s no surprise that a reverse chronological format is best for administrative assistants. This means your most recent job experience should go at the top. This helps a recruiter get a faster idea of where you are in your career and whether you’ve got the experience for the role.

How long should your administrative assistant resume be?

This is one of the perennial debates of all resumes. Some people will tell you that under no circumstances should an administrative assistant resume be longer than one page. Others will tell you that it doesn’t matter.

The truth is that it depends. That’s because the people reading your resume are all different. Some may want more information, while others would prefer something they can scan as quickly as possible. You can’t read minds and know which person you’re dealing with, so what should you do?

Your best solution is to make sure every bit of information on your resume adds value, no matter how long it is. The real problem with long resumes isn’t so much the length, it’s that they tend to be full of fluff that could have been cut out. Nobody wants to read through all that, especially with a stack of resumes to go through. But if your resume is tight and full of only relevant information about why you’re the perfect administrative assistant candidate, you’ll do great.

How to include soft skills on an administrative assistant resume

Soft skills are tough to get right. They can be a bit vague so you might get stuck wondering what counts and how you can prove you actually have that skill.

The best way to combat this is by getting specific. You can say that you have great communication skills, but finding ways to demonstrate that is going to make that skill far more effective. For example, if you claim to be a great communicator then your resume should be written clearly. 

If you can find more specific examples, include them in your work experience or achievements sections. So if your soft skills include attention to detail, mention the story where you caught an accounting error that saved a company you work for money.

Which soft skills should you include?

While every administrative assistant job is going to be a bit different, here are some of the top soft skills employers look for in hires:

• Strategic planning
• Customer service
• Attention to detail
• Travel planning
• Event organization

Again, don’t forget to word these soft skills as closely to how they’re worded in the job ad itself as possible.

Which soft skills should you avoid?

There’s soft and then there’s too soft. Including things like “friendliness” is probably going a step too far (unless it’s specifically asked for in the job ad of course!) Overall, you want your soft skills to sound like real skills and not just a series of positive adjectives you’d like to assign yourself. So, keep your list short and focused.

How to include hard skills on your administrative assistant resume

Similar to how it’s best to include soft skills you can back up, your hard skills should ideally have something behind them. In the best cases, this is a certification or specific experience with that skill. 

If you simply list a hard skill with no examples or certifications, a recruiter might think “well now I need to confirm whether they have that skill.” In other words, you're adding more work to their plate. Backing up your hard skills takes pressure off the recruiter and will make you an easier person to hire.

Which hard skills should you include?

Again, there’s a lot of variation in what specific employers look for in administrative assistants. So the job ad should always be your main place to go for which specific hard skills your resume needs. But that said, there are some common ones that are sought after and will help you get hired.

• Software for word processing, data entry, scheduling, spreadsheets, presentations, etc.
• Social media platforms, and specifically how to use software like Buffer to manage accounts on them.
• Knowledge of database tools like SQL can be useful for handling data.
• Accounting tools like Quickbooks.
• Some illustration tools like the Adobe suite can also come in handy.

Which hard skills should you avoid?

If a skill doesn’t add anything to your resume, don’t include it. If there’s a skill you don’t have, then absolutely don’t include it. These two basic rules should tell you what to cut in most cases. Otherwise, avoid listing hard skills that are too general like email, web research, or Microsoft Word aren’t exactly going to get a recruiter thinking you’re perfect for the position.

What achievements to mention and how to do it correctly

Your achievements section is a place where your resume can really shine. You can include impressive stories and accomplishments that wouldn’t fit neatly anywhere else. That’s why this is prime resume real estate you need to use wisely.

One great way to use your achievements section is to give information that backs up your skills. If there was a time when you managed a project so it came in under budget or solved a problem no one else could figure out, include those stories. Even if they didn’t occur in a job you had, this is one place where a story from your school or personal life can be just as impactful as a job story.

That said, the same rule applies here as elsewhere: if something doesn’t add value then it’s taking value away. Be critical with everything you include and imagine yourself as a recruiter. What does this achievement tell you? This exercise will help you filter out achievements that don’t add anything to your resume.

How to choose whether to include a resume objective or summary

The main difference between a resume objective and summary is length. An objective will consist of just a sentence or two and simply state who you are and what you're trying to achieve. A summary will be longer and explain more.

If you’re already well suited for the administrative assistant position and your resume largely speaks for itself, a simple objective is all you need. If giving some background and context for why you’d like to be an administrative assistant will help you, a summary will do the job well.

How to write a resume objective with examples

Again, the key here is to keep it short and sweet.

“Administrative assistant with 5 years experience largely focused on data entry, scheduling, and accounting.”

See, in that one short sentence you get a feel for how much experience this person has and what their core skill sets are. Now let’s look at another example:

“Experienced administrative assistant looking for a new position with greater opportunities.”

That is a classic example of a time wasting sentence. It’s vague and doesn’t really give you any actionable information.

How to write a resume summary with examples

Even though a summary is generally going to be a bit longer, that’s not an excuse to ramble. As an administrative assistant, you’ll be expected to be economic with your communication, so demonstrate that here. Here are two examples to show you the difference:

“Receptionist with 4 years of experience looking to utilize organizational, data entry, and scheduling skills to become an administrative assistant. Currently studying for a CAP certification and learning SQL.”

This summary tells you exactly why this person is changing careers, how their previous experience has prepared them to become an administrative assistant, and how they’re working to prepare for the new role. Two sentences convey a ton of information and contextualize the rest of the resume.

“Looking to get my first administrative assistant job. Background in food services and retail. Excellent reading comprehension and organizational skills.”

This summary doesn’t tell you much of value. The first sentence is obvious and the rest give information that’s easily available elsewhere in the resume. All of the information isn’t tied together into a story that gives a sense of progress and direction. Instead, it reads like a random collection of facts.

How to write an administrative assistant resume when you have limited or no experience

The summary section above offers some guidance here. Use a summary to frame how your previous experience actually makes you a good candidate for an administrative assistant job. This framing will lead a recruiter to see your other experience as more relevant.

Also, try and find ways to demonstrate skills relevant to the position in past work and non-work experiences. For example, if you’ve managed a band, organized a fundraiser, or took a personal finance class, all of these can show you’ve got qualities that make for a great administrative assistant.

Overall, just be honest about your experience and why you think you can still do the job. Trying to pretend that you’re something that you’re not won’t come across well. Lastly, administrative assistant roles cover a huge range of role types, so if you don’t seem as well suited for one, try looking at a position at another company.

How to target your resume for each application

If it wasn’t clear by now, probably the single most effective thing you can do for your administrative assistant resume is to target it to each job. Employers can tell when you’re using a generic resume for every role, especially ones as varied as administrative assistants. 

Sending that general resume sends a message that you don’t care enough to do some research and spend the time. Considering how diligent administrative assistants need to be, that’s not sending the right message.

On the other hand, if your resume has all the skills asked for, phrased just the way they are in the job ad, and an objective or summary that clearly states why you’re ideal for this specific role you’re sending the message that you’re ready to excel in the role.

How to make your administrative assistant resume stand out

In the end, an excellent administrative resume doesn’t stand out by being flashy. It stands out by nailing all those little details mentioned above. That’s because an administrative assistant isn’t expected to be the center of attention. They’re expected to be diligent, detail oriented, and reliable.

By showing you researched the company, studied the job ad carefully, and meticulously went through the details of your resume to get them just right, you’re sending the message that you’ll make an excellent administrative assistant.

That said, a clean and modern resume also helps stand out in just the right way in a sea of boring text documents.

How the Resumebuild.com tool can help you create a stunning administrative assistant resume with ease

Obviously there’s a lot to getting an administrative assistant resume just right. The last thing you need is another thing to worry about. Luckily, Resumebuild.com’s builder tool ensures that your resume will have a clean, modern design that employers will love. With us taking care of the design and formatting, you can focus on everything else and land the job you deserve.

Being an excellent data entry clerk (or data entry keyer as this profession is also referred to) is no easy feat. You need to demonstrate superior speed and accuracy when entering and updating data in your company’s database. You also need to exhibit flawless office etiquette at all times and excel at following directions, to name a few of the most important skills you should possess.

There are numerous draw cards this profession offers, including relatively high flexibility and straightforward duties. Many data entry clerks also appreciate the fact that you don’t usually need a college degree to get started. It’s no wonder why a range of different people consider it to be an ideal job.

However, despite all of the benefits, it is unfortunately only going to become increasingly challenging to get a start in this profession, retain your current job, or move to a new data entry clerk position. The Bureau of Labor Statistics projects that employment for data entry keyers will decline by 23.2% from 2018 to 2028. That’s nearly a one-fifth decline! If you need further proof that this is already in the midst of happening, take a good look at this graph.

With fewer and fewer data entry clerk jobs available, it’s never been more imperative to ensure your data entry clerk resume is up to scratch. Your resume needs to impress recruiters from the get-go as they’re in charge of calling the shots about who makes it to the interview stage - and who they’ll take out of the running.

If you’re ready to secure your place in this profession for many years to come, we’ll teach everything you need to know about creating an unforgettable data entry clerk resume. In this resume writing guide, you’ll discover a range of insider tips including:

• The difference between a good and great data entry clerk resume
• What you need to do to bypass the ATS
• The recommended way to list your education and skills
• How to target your resume to each application
• An innovative tool you can use to streamline the resume making process 

1. Multiple Template Examples

2. How to Write a Data Entry Resume That Will Fill Up Your Inbox?

How to format your data entry resume

Are you wondering what the best format is for your data entry resume? The good news is that there’s one that recruiters clearly prefer: Reverse-chronological format. The reason recruiters love it is because it logically organizes your professional experiences from your latest job, followed by all of the jobs that preceded it.

Recruiters also have particular preferences when it comes to your resume layout. Make sure to reflect them in your resume by following our summary of them below:

• • Number of Pages: Only one page - no ifs or buts!
  • Fonts to Use: Simple fonts are best, such as Avenir Next and Arial.
  • Fonts to Avoid: Juvenile-looking or hard-to-read ones such as Pacifico and Holihood Script.
  • Margins: 1 inch on all sides.

• Line Spacing: 1 or 1.15.

• Header size: 14-16 point size.
• Text size: 11-12 point size.

What makes a great data entry resume?

There are many features, which distinguish a good data entry resume from a great one. To ensure you make a great one, you need to go above and beyond what a recruiter is expecting to see. That means in addition to featuring all of the required resume sections and addressing all of the criteria the recruiter is after, your resume also needs to be written and formatted to a professional standard.

A great data entry resume leaves no doubt in the recruiter’s mind that you boast the perfect combination of skills, training, and professional experiences to smoothly transition into the given position. To really make an impact, your resume also needs to convey your enthusiasm at the prospect of being hired for the given role. You can do this by taking the proper time and effort required to perfect your resume.

What recruiters will look for

Recruiters are looking for a data entry clerk who knows all of the ins and outs of data entry. An ideal data entry clerk is simultaneously efficient, accurate, and organized. They also need to demonstrate meticulous attention to detail and proactiveness in order to both detect and resolve any inaccuracies in the data they are in charge of inputting. The way a recruiter will determine whether you’re such a candidate, who is both genuinely skilled and highly-experienced in the field - or if you’re one who is just all talk - is by carefully analyzing your resume.

When you think about it, your resume is the main means at your disposal to connect with a recruiter when you apply for a job. After all, they will be primarily basing their decision about your worthiness to proceed to the interview stage, on the quality of your resume.

This is why we can’t stress enough how vital it is that your resume not only looks attractive, but also contains all of the components a recruiter is seeking. You need to guarantee that everything on the one page you have to work within strongly communicates your suitability.

How to get your resume past ATS

If you thought you only needed to get the nod of approval from recruiters to score an interview, think again. You also need to get your resume past ATS, which stands for Applicant Tracking Software. ATS has been warmly welcomed by most HR departments as it makes recruiters’ jobs exponentially easier. This technology is designed to instantly reject candidates’ applications if they don’t feature specific keywords. By implication, recruiters using ATS no longer need to go through every single resume themselves.

So how exactly do you get your resume past ATS? You need to incorporate the keywords the recruiter has added to the job ad, into your resume. Needless to say, the keywords you include must be relevant to your professional experiences and skills.

How do you detect keywords in a job ad? In most cases, they will be nouns representing specific capabilities and skills a recruiter is looking for in a data entry clerk. They may also  represent the programs and resources an ideal candidate will need to have experience using.

When you’re piecing together your resume, you should try to find as many opportunities as possible to naturally incorporate these keywords into each section. Of course, you will need to be able to back up whatever you state in your resume, so don’t be tempted to bend the truth.

It’s also important not to keyword stuff as this will be seen as an attempt to ‘game the system’. Keyword stuffing describes the practice of adding keywords into your resume in an unnatural way. For example, adding a keyword to a sentence even though it doesn’t make sense contextually to do so, or repeatedly using the same keyword unnecessarily.

A recruiter will immediately reject your resume if they catch you doing either of these things, so don’t jeopardise your application by taking the risk.

Which soft and hard skills to mention and how to do it correctly

Whether you’re a veteran data entry clerk or recently qualified, the chances are that you have a near-endless list of hard and soft skills. There may be a temptation to write a list as long as your arm. However, keep in mind that the “Skills” section of your resume is relatively short. For that reason, you need to be selective about the skills you include.

Before you get started, be certain to consider which skills are most appropriate for the specific role you’re applying for. You should reflect back on the job advert and align your resume with the skills requested there. For instance, you may find that the recruiter is specifically looking for someone with technical ability in a certain area.

If this is the case, you should include a handful of skills, demonstrating your understanding of certain data programs. When highlighting these skills, it’s important to be specific. For example:

• QuickBooks experience

• 5+ years working with QuickBooks, managing 20+ customers 

Naturally, you should include both hard and soft skills on your resume. Hard (or technical) skills tend to be career-specific and often include using specific programs and processes. On the other hand, soft skills are more generic and can be applied to a variety of roles. Don’t make the mistake of thinking that you only need hard skills. To be a well-rounded candidate, you should possess both hard and soft skills in tandem.

As an example of why this is important, consider a data entry clerk, who can swiftly process data and analyze it, but lacks basic communication skills and has poor interpersonal skills. While the candidate may be able to take care of their core job responsibilities, there’s simply no way that they will be a collaborative worker or fit in with the company culture.

When it comes to writing your data entry clerk resume, here are some of the hard and soft skills that you may need to include:

Hard skills

• Advanced math and analytical statistics 
• Advanced Microsoft Excel functions
• System administration 
• Data mining and data QA
• MySQL databases 
• QuickBooks 
• 10 Key 
• 80+ WPM typing speed 
• Order processing 
• CRM understanding

Soft skills 

• Time management 
• Great communication 
• Attention to detail 
• Critical thinking 
• Risk management 
• Interpersonal skills 
• Confidentiality 
• Collaboration 
• Organization 
• Report generation

As we’ve previously mentioned, you should not overload the “Skills” section of your resume. Instead, pick out roughly 6 to 8 crucial skills to highlight. Again, you should switch these around, depending on the specific role you’re applying for. When writing your work history sections or talking about your professional achievements, be sure to reiterate these skills.

Pro tip: Lead with your most relevant skills in each appropriate section. For instance, you might include technical/hard skills, such as MYSQL databases toward the top of your resume. Recruiters should be able to see what systems you can use at a quick glance!

How to list your education correctly

When it comes to landing a data entry clerk role, you only need a high school diploma. However, you should use the education section of your resume to highlight any additional achievements you gained during this period. Needless to say, the education section of any resume tends to be relatively short. Ensure that you include the following core details:

1. Your high school or institute
2. The year you graduated
3. Which diplomas you received
4. Any additional certification
5. Any additional notable achievements

It’s simple enough. However, you would be surprised at how many candidates get this core part of their resume wrong from the offset! If you’re unsure of which information you should be including, take a look at the following examples. We’ve indicated what you shouldn’t do in red, and what to aim for in green:

• St. James High School (2010) 

Atlanta, GA

• St. James High School (2010) 

Atlanta, Ga

• High school diploma
• Received touch-typing certificate 
• Commended for note-taking abilities

Certified Data Entry Clerk (2013) 

Online Diploma

In some instances, you may have a university degree, rather than only a high school diploma. If that’s the case, you should ensure that you highlight it on your resume. When you’ve continued to further education, you don’t need to include your high school achievements anymore. However, whether you choose to do so is up to you.

If you’ve received certifications as a data entry clerk, you should definitely include this information as part of your resume. You can either put this nugget in your education section or, if you choose to include one, as part of your “Additional Certifications” section. Demonstrating that you have trained specifically for this given career will be a deciding factor in landing roles.

Pro tip: Don’t panic if you don’t have additional certificates or diplomas! If you lack professional experience in this field, highlight your school achievements instead. For example, you may choose to include any praise you received from your teachers or awards you won.

How to write a resume objective or summary and examples of both

First things first, let’s take a moment to discuss the difference between a resume objective and a resume summary. An objective covers your professional goals and aspirations, while a summary briefly outlines your experience and achievements. Your resume does not need both of these sections; you should choose the most applicable to your level. 

Data Entry Clerk Resume Objective 

If you’re new to the world of data entry, you’ll need to include a 2-4 sentence resume objective. Since you will lack much of the experience that other candidates boast, you can use this section to express your enthusiasm for the industry and outline your ambition. You can also slide in a few of the skills you have picked up during your education.

Here’s a quick look at what to do and what not to do in this section:

• Recent high school graduate seeking a full-time data entry clerk role. A hard-working and dedicated worker with a high level of accuracy. Skilled at data input and taking direction. Basic working knowledge of CRM systems and fast typer.

• Recent graduate seeking an entry-level data entry clerk position that will support a fulfilling career in data analysis. Skills include 80 WPM touch-typing, an understanding of CRM systems, and critical thinking. Previous experience of working with a small business and streamlining order processing by 23%. 

The first resume objective example here makes a couple of major mistakes. By simply stating that they are seeking a full-time role, the candidate has missed an opportunity to speak about their long-term aspirations. Moreover, when it comes to briefly outlining skills, the objective is vague and undersells the candidate’s talents. As a golden rule, remember to prove anything that you state with certificates, experience, or statistics.

Conversely, the second example includes the same information in a better format. The candidate is up-front about needing an entry-level position, but quickly points out that they boast long-term aspirations within this sector. Plus, rather than merely stating the skills that they have, the candidate uses finer details to back up their points. For example, they state that they can type at 80 words per minute, which is specific and impressive. 

Data Entry Clerk Resume Summary

If you’re an old hat at data entry, you should avoid including a resume objective and instead opt for a resume summary. This is a 2-4 sentence outline of your experience, achievements, and why you are the best candidate for this role. You should pepper this section with some of your ‘best moments as a data clerk’ and any particular talents that you can bring to the position. In short, it’s your time to show off your triumphs to date.

Here are two examples; one you should avoid doing and one you should aim for:

• Experienced data entry clerk with knowledge of CRM systems, fast typing, and data processing. Great at taking direction and understanding new systems. Critical thinker and hard worker. Good communication and interpersonal skills. 

• Data entry clerk with 5+ years experience. Seeking to streamline order processing systems and improve efficiency, as evidenced by 98.7% accuracy in previous positions. Experience working in the commercial sector. Skills include 80 WPM touch-typing, MYSQL database knowledge, and excellent communication. 

The first resume summary example covers the basic information that a recruiter will need to understand. However, it lacks evidence to support any of the details given. When outlining how much experience you have, you should always include details of the sector in which you have worked and how many years you have been active for. Additionally, when highlighting skills, such as accuracy, it is helpful to include statistics.

Of course, the second summary example is much clearer in highlighting the candidate’s experience and covering their skill set. Each skill includes supporting evidence, which would in turn entice recruiters to learn more about the candidate. Crucially, the candidate also mentions the specific programs that they are proficient in using for the role.

How to target your resume for each application

Once you’ve built a stellar resume, there’s the temptation to save it and use it for every position you apply for. Sure, doing so is the easy option, but it’s not necessarily the way to land your next role.

When recruiters look over your resume, they are searching for specific traits and skills, i.e. those that align with the role at hand. While there may be a lot of crossover between data entry clerk roles, no two positions are the same. For that reason, it’s savvy to spend some time tailoring your resume for each new application.

When you first read a job description, take the time to consider how your experience and skill set naturally aligns with it. You should pick out key phrases from the advert and adapt your existing resume to suit them.

For example, let’s say that a recruiter publishes an advert for a data entry clerk and includes the following criteria in the description:

• Must help streamline current order processing 
• Must have a proven track record

Since the description is clear about what’s expected, you should make a point of your skills in this area. There are a couple of ways in which you can achieve that. Highlight how you have previously made processing orders faster and use exact examples. It’s not great to simply state that you made improvements, if you can’t quantify them somehow. Extra points if you have a reference to support any of the claims you make here.

Next, you should see how your previous work experience connects with the current role being advertised. For this aspect of the process, take a look at the duties outlined in the job description. For instance, the advert may state the following:

• Preparing source data for computer 
• Purging data for duplications 

In simple terms, these duties mean organizing information and ensuring that it is not duplicated when you input it into the system. Consider whether you had to manage the same tasks in a previous role and, if so, give examples. You may tweak your work experience to include details of how you ‘organized source data ahead of input’ or ‘prepared source data before inputting’.

Try to align your data entry clerk resume as closely as possible with the job description. Wherever you can, draw comparisons between the two, and highlight them clearly. Recruiters spend a matter of seconds reviewing resumes. That means that the information you provide has to be concise and straight to the point. Cut the waffle as much as you can!

Finally, pick out keywords from the job ad and use them in your resume. Using the same language as the recruiter allows them to instantly see you are qualified for the role. It will also ensure you bypass the ATS - a crucial consideration we discussed in further detail towards the beginning of this guide.

How to make your resume stand out from the crowd

Success is all in the details. Following our guide will help you write a great data entry clerk resume, but how can you ensure it stands out? Taking a little extra time to make your resume a cut above the rest is a no-brainer. Here are three expert tips to try now:

Avoid overcrowding your resume

Let’s face it, you’re all about data and information. However, when it comes to writing a winning resume, you need to keep things lean and get straight to the point. As an extra tip, you should leave space between sections, so that they appear clearer. Including white space on your resume means that it will be easier to read. You want to make things as easy as possible for the recruiter. When they glance at your document, they should quickly see the key pieces of information.

Cut back on the jargon 

Don’t make the mistake of assuming that the recruiter understands the realms of data clerk entry. They may not! In some cases, companies get third-party agencies to find the perfect candidates. While the recruiter will know the keywords and programs in the sector, they may not be familiar with all the jargon. Avoid using complex industry terms and opt for clear, concise language that conveys your skills.

Proofread (and then proofread again!)

Spelling and grammatical errors are the fastest way to ruin your chances of landing an interview. When you’ve written your resume, it’s time to proofread it. Be aware of common mistakes, such as using “they’re” (i.e. they are) when you mean ‘there’ (as in “over there”). You can also use software designed to spot these errors to go through your resume with a fine tooth comb. Grammarly is one such program, that’s helpful and free to use.

3. How ResumeBuild.com’s Resume Builder Tool Makes Creating Your Resume Simple

You already spend hours typing away on your computer for the job. So it’s no wonder that the prospect of coming home, opening a MS Word document or Google Docs, and working on your resume isn’t appealing in the slightest.

While you, no doubt, have the typing skills that would help you make your resume, that doesn’t negate the fact that it's still going to take a considerable amount of time to format and write everything from scratch. That’s why so many people just like you have turned to Resumebuild’s easy-to-use resume builder tool to dramatically speed up the resume making process.

Instead of trying to configure margins, headings, and everything in between, you can rely on our resume builder to do so for you. All you need to do is select any of our custom-made resume templates, which particularly catches your eye, and then make your way through the 5 resume sections. Our builder will keep you on track by making it crystal clear what information you need to provide. To give you an extra helping hand, it even comes pre-loaded with numerous pre-written examples that you can use as-is or edit to your liking. 

We’ve truly revolutionized the traditionally cumbersome process of making a resume into one that takes just minutes. If you have a few to spare, you have all you need to start making your unique data entry clerk resume.

Bookkeepers are an invaluable part of many businesses. They are responsible for processing, recording, and keeping track of a business’ financial accounts, among other duties. These records may relate to a range of matters including bills, purchases, payroll, and more. 

The reason bookkeepers are so vital is because they help ensure that a business’ records are all in order. Once a bookkeeper has made a record of all vital accounts, an accountant or the business owner themselves can review them and use the information to create financial reports, financial models, and other insightful resources.

But while bookkeepers, no doubt, provide significant support to businesses, it’s worth keeping in mind that the Bureau of Labor Statistics projects employment of bookkeeping clerks (along with accounting and auditing clerks) will decline by 4 percent from 2018 to 2028.

If you’re thinking that represents quite a significant drop, you’re unfortunately right. With a growing number of businesses making use of increasingly advanced bookkeeping tools and software, the demand for bookkeepers is decreasing.

However, that doesn’t mean you should pack it in! While it’s undeniable that securing a job in the industry is becoming more competitive, getting your resume in order will ensure that your career is on track for years to come.

After all, a recruiter will primarily judge your suitability for a given job based on the quality of your resume. The more impressive your resume is, the more likely they’ll hire you - it’s as simple as that.

Whether you’ve already started searching for a new job or are looking for tips to strengthen your resume, you’ll find all the answers you’re after in our bookkeeper resume guide. We’ve compiled our best insider resume tips and tricks in one handy resource so you can learn:

• What qualities recruiters for bookkeepers are after
• The most effective way to showcase your skill set
• How to transform your resume objective or summary from bland to eye-catching
• Tips for making a persuasive resume, even if you’re an entry-level candidate
• How to make your resume in just minutes (instead of several days!)

1. Multiple Template Examples

2. How to Write an Eye-Catching Bookkeeper Resume

How to format it

The format you choose for your bookkeeper resume will influence how a recruiter perceives your entire application. That’s why it’s vital to select the right one for your circumstances.

For example, a functional resume format is designed for candidates with little or no experience. It best supports the needs of entry-level candidates, because it emphasizes their skills over their professional experiences (or lack thereof).

However, if you’re an experienced bookkeeper, it is advisable to select a resume format that positions your professional achievements front and center. The one that does this most effectively is a reverse-chronological format. It orders your professional experiences from most to least recent, so a recruiter can easily grasp your career development.

Another factor that will shape a recruiter’s perception of you is the layout you select for your resume. It’s strongly advised that you stick with standard practices, of which we’ve outlined below:

• • Number of Pages: Your resume must invariably fit on a singular page. 
  • Fonts to Use: Simple fonts that let your work speak for itself, such as Arial and Calibri.
  • Fonts to Avoid: Overly stylized fonts such as Pinyon Script and Pacifico.
  • Margins: 1 inch on all sides.

• Line Spacing: 1 or 1.15.

• Header size: 14-16 point size.
• Text size: 11-12 point size

What are the most important sections to include in your resume?

While every candidate’s resume should be unique, there are some set rules in place that apply across the board. In addition to the formatting and layout guidelines we touched on above, you should also stick to the standard resume sections recruiters are expecting to see. We’ve outlined the most important sections to include in your bookkeeper resume below:

• Contact information: Below your resume heading, you should list your contact information. Be sure to include your phone number, email address, home address, and a link to your LinkedIn profile.
• Resume objective or resume summary: A short paragraph that aims to introduce yourself to the recruiter and convince them why you’re the best bookkeeper for the job.
• Education: The most important details about your educational background, including the institutions you attended, any degrees you hold, and the years you studied.
• Training and certifications: A list of any training and certifications you have undertaken that are relevant to the position you’re applying to.
• Professional experience: An overview of your most notable achievements in each relevant job you have held.
• Skills: A list of 6 to 8 of the most relevant soft and hard skills you offer as a bookkeeper.

What recruiters will look for?

Recruiters are looking for bookkeepers who are able to demonstrate a strong command of the ins and outs of bookkeeping. While an ideal candidate does not necessarily need to have post secondary qualifications, recruiters tend to look favorably on candidates who have completed relevant studies. Most have also been known to give strong preference to bookkeepers who are professionally certified, but this is not a given as this is dependent on the requirements of each job.

Moreover, recruiters are searching for candidates who boast the right job-specific hard skills needed to efficiently and accurately complete their work in line with an employer’s expectations. However, they will expect these candidates to additionally possess the soft skills needed to positively communicate and collaborate with other employees.

So how do you communicate to a recruiter that you represent everything (or nearly everything) they’re looking for in an ideal candidate? You guessed it - you need to convey it  via your resume.

How to list additional certifications and training?

Unless you have an accounting or mathematics degree, your certifications and training will arguably be more important to a recruiter than your post secondary qualifications. This is why it’s vital that you feature any additional certifications and training you have prominently  in your resume.

The most vital certification a bookkeeper can hold is a Certified Public Bookkeeper (CPB) certification from the National Association of Certified Public Bookkeepers (NACPB) or the American Institute of Professional Bookkeepers (AIPB). While not mandatory, it is wise to get your CPB certification, because many recruiters are only looking to hire certified bookkeepers. Even if it is not a requirement for a role, being a certified bookkeeper will give you a competitive edge.

If you are a CPB, feature this fact at the top of your “Certifications and Training” section. You can list this certification by stating:

• The name of the certification or training
• The name of the organization who issued it
• The year you obtained it

For example:

• Certified Public Bookkeeper, NACPB, 2020

Or

• Certified Public Bookkeeper, AIPB, 2020

Pro tip: If the organization who issued your certification or training has a recognizable acronym, you can use this, instead of writing out their name in full.

You can also use the format above to list any other relevant certifications and training you have to your name. Here are some examples of bookkeeper training and certifications that are sure to catch a recruiter’s eye:

• Accounting Fundamentals Training (NACPB)
• Avalara Training (Avalara) *
• Accounting Analysis Training  (NACPB)
• Bookkeeping for Small Businesses Training (NACPB)
• Bookkeeping Training Program (U.S. Career Institute)
• Expensify Certification (Expensify) *
• Professional Bookkeeping Certification (Illumeo)
• QuickBooks Certification (QuickBooks) *

* These bookkeeping software companies offer free online training courses for their products. So if your Training and Certifications section is looking a bit bare, you can complete one of these courses and add it in! 

What skills to mention and how to do it correctly (including how to quantify your skills and why that’s important)?

Your unique skill set as a bookkeeper is part of what makes you an indispensable employee in the workplace. It’s also what can put you on a recruiter’s radar, so long as you mention the right ones in the right way in your resume.

Picking the most appropriate skills to mention shouldn’t be a guessing game. We recommend that you instead take a careful look at each job ad to discover the specific skills recruiter is looking for in their ideal candidate. They will use specific words, referred to as keywords, in the job ad to highlight the skills and other qualities they value.

If you feature these same skills throughout your resume, you will in effect align yourself with a recruiter’s vision of a perfect candidate!

Be mindful that a recruiter will be looking for both technical skills (referred to as “hard skills”) and interpersonal, communication-based skills (referred to as “soft skills”). 

To make this distinction clear, we’ve listed out the top 10 hard and soft skills recruiters mentioned in the real-life job ads we analyzed:

Soft skills 

• Detail-oriented
• Ability to work at a fast pace, 
• Keen eye for detail
• Efficiency 
• Organizational skills
• Open and honest communication
• Communicate effectively with coworkers 
• Self-motivated
• Ability to follow through on verbal and written directions
• Integrity

Hard skills

• Reporting sales, deposits, receipts, crediting of funds
• Paying bills and maintain ledgers
• Receiving, approving, and/or declining invoices
• Reconciling bank accounts
• File maintenance
• Payroll processing
• Avalara proficiency
• Expensify proficiency
• Excel proficiency
• Mathematics skills

Once you have pinpointed which of the skills in the job ad match up with your own skill set, you can work on adding them to your resume. (Needless to say, in order to include the skills you find in a job ad, you will actually need to possess them in the first place. It’s fine if you don’t have them all, but the more you do, the stronger your application will be).

 
Firstly, you will need to add 6 to 8 of them in a “Skills” section. You should only list them out here, but you will need to expand on them in your work experience section. It’s vital to also feature your skills throughout this section, because doing so lets you showcase to the recruiter how you used them to excel in your current and previous companies.

After all, a recruiter essentially wants to know that you can effectively use the skills you claim to have, so your work experience section is the perfect place to make this clear.

So how do you include relevant skills in your work experience section? Let’s start off by first discussing what not to do. Take a look at the following work achievement a candidate wrote to target the skills-based keyword “maintain ledgers”:

• Regularly maintained ledgers 

The problem with this achievement is that it doesn’t tell the recruiter about how the candidate’s maintenance of the ledgers made a positive contribution to their company. 

Let’s now take a look at a work achievement from a candidate who was much more successful in targeting this very same keyword:

• Regularly maintained ledgers for accuracy, resulting in the identification of a 500% discrepancy in funds that was resolved thanks to my input.

We think you’ll agree that this candidate knocks it out of the park! But why exactly does their achievement sound so incredible? It’s all because they quantify the impact that their skill had. Instead of just stating what their skill is (like the previous candidate did), they have made it crystal clear why their skill was so invaluable to the company.

Any good bookkeeper can maintain ledgers. But only the most skilled ones can pick up when something is amiss, like this candidate did.

If you need further convincing about why quantifying your skills is so important, put yourself in the recruiter’s shoes. Would you rather hire:

• A candidate who says they have particular skills?

Or

• A candidate who backs up the skills they claim to have by quantifying them with examples?

The answer is obvious. That’s why if you want to leave the right impression with recruiters, it’s essential to quantify any skills you mention in your achievements section.

Pro tip: You will quickly become a keyword spotting pro once you familiarize yourself with job ads for bookkeepers. We recommend spending some time browsing through them until you begin to notice the same keywords being used. While no two bookkeeper positions are the same, the general skills recruiters are looking for are often similar. This makes identifying which ones you need easy with a bit of practice!

How to write a resume objective? And examples of this

A resume objective is a 2 to 4 sentence overview that communicates to the recruiter why you’re worth hiring, despite the fact that you have little to no experience.

However, to get it right, it is vital that you don’t place too much emphasis on the fact that you’re lacking experience, like this candidate did:

• Recent high school graduate without any bookkeeping experience or skills who is searching for any opportunity to break into the industry. I will do absolutely any bookkeeping tasks you have if you give me a chance.

As soon as a recruiter reads this candidate’s resume objective, there’s next to no chance they’ll continue reading the rest of their resume. After all, the candidate stated that they don’t offer any bookkeeping experience or skills!

While they may indeed lack professional experience, we imagine they can at least highlight a few relevant skills they possess! For example, they’ll likely have a number of soft skills bookkeepers need, such as being organized, meticulous, and competent at written and oral communication. They may even have some hard skills a recruiter would be looking for, such as Excel skills.

Another faux pas this candidate made is that they show their desperation for getting the job. While we understand they really want the job, desperation is never a good look on a resume. Instead, when writing your resume objective, you should show a good level of self confidence in the qualities you can offer the recruiter, as this candidate did:

• Recent high school graduate who is currently completing an online course about bookkeeping fundamentals is seeking an opportunity to work at Digits Plus Accounting. With a strong skill set including diligence, a keen eye for detail, and high-level mathematics, I believe I would be a suitable fit for the Entry-Level Bookkeeper position. Trained in QuickBooks and Avalara.  

Unlike the previous candidate, this candidate offers the recruiter plenty of reasons to pay attention to their application. Not only do they highlight the relevant soft and hard skills they already possess, but they also draw attention to the bookkeeping skills and knowledge that they’re making an effort to develop.

A recruiter would definitely be eager to learn more about them, given that they’re currently completing a relevant online course and they’ve already completed two others. While the candidate doesn't have bookkeeping experience in a professional setting, the recruiter would recognize their strong potential thanks to their proactiveness and ever-growing skill set.

As you can see, there are a number of things you can do to piece together an eye-catching resume objective, even without an ounce of professional experience!

How to write a resume summary and examples of this

The purpose of a resume summary is to present the recruiter with a convincing case about your worthiness as a candidate. While it is the same length as a resume objective, it should only be used by experienced bookkeepers.

As you can imagine, there are certain do’s and don’ts to keep in mind when writing yours. For example, don’t make the same mistakes the following candidate did:

• Part-time certified bookkeeper with 4+ years of experience who wants to transition into a full-time role. I have a variety of bookkeeping skills to offer and am sure I will  be a welcome addition to the Vandelay Industries team.

At the heart of what’s wrong with this resume summary is the fact that the candidate failed to provide the recruiter with a single reason to hire them. They’ve confidently written that they would make “a welcome addition to the Vandelay Industries team,” but didn’t offer any supporting evidence to show this.

What’s more, the candidate only made general claims about their supposed bookkeeping skills, and provided zero information to distinguish themselves from other candidates. All of this would lead a recruiter to quickly hit the “delete” button.

Let’s now take a look at an example of a bookkeeper resume summary that ticks all the boxes:

• Part-time certified bookkeeper with 4+ years of experience who is known for their high level of accuracy and efficiency. As a full-time bookkeeper at Vandelay Industries, I plan to leverage my strong command of Xero to process payroll correctly each and every time. Recently awarded Employee of the Month at my current workplace, thanks to my diligence, positive attitude, and second-to-none ability to crunch numbers.

This candidate set themselves up for success by stating from the get-go which relevant skills they offer as a bookkeeper. Unlike the previous candidate, they provided the recruiter with a convincing explanation as to why they’ll be a welcome addition to Vandelay Industries. That is, the candidate shares their plans to use their skills (i.e. accuracy, efficiency, and competency in Xero) to achieve the goals the recruiter has in mind for this role (i.e. correctly processing payroll each and every time).

Another reason this resume summary is so strong is because it goes up and beyond what the recruiter is expecting to see. The candidate is aware that many other candidates will also offer similar skills and competencies, so they know how vital it is to offer something extra to capture their attention. This is why their Employee of the Month award is the perfect additional inclusion to what was an already fantastic resume summary.

As you can see, writing a winning resume summary isn’t rocket science. Just follow the approach this candidate took, you’ll be on your way to writing a similarly eye-grabbing one.

How to write a bookkeeper resume when you have limited or no experience

Writing a bookkeeper resume when you’ve been in the industry for several years is challenging enough, let alone if you only have limited or no experience. In order to write a strong entry-level bookkeeper resume, you should keep the following suggestions in mind:

• Use the right resume format: As we mentioned in the formatting section of this guide, there are different resume formats to suit different circumstances. While you’re welcome to try your luck using a reverse-chronological format, keep in mind that it will show you lack of experience loud and clear.

That’s why we advise entry-level candidates to use a functional resume format. It’s designed to make your skills stand out over your limited experience, so you appear to be a highly-skilled candidate, instead of an inexperienced one.

• Work on your Training and Certifications section: Imagine if your Training and Certifications section on your resume was packed, even before you got your first job. You can trust that a recruiter would be positively surprised! The beauty of bookkeeping is that you start developing your knowledge and skills right now from the convenience of your home.
  
  There are plenty of free online courses that will help you familiarize yourself with the fundamentals of bookkeeping and/or common bookkeeping software. We’ve shared a few above that you can get started on without spending a dime.

• Seek out opportunities to gain professional experience: It’s the ultimate conundrum for entry-level bookkeepers: How do you gain experience if you don't have any in the first place? The good news is there are plenty of ways you can if you’re smart about it!

While a bookkeeper internship is always ideal, you can also offer to fix up the books at your parents’ or family friend’s business, volunteer your bookkeeping skills at a charitable organization, or put the call out offering your services for free or a small fee. Once you have a bit of experience to your name, you’ll soon find it far easier to get even more.

How to make your resume stand out?

If you’re determined to wow recruiters, you will need to give your resume an edge over the competition. We’ve shared our tried-and-tested tips below for making your bookkeeper resume stand out:

• Choose the right verbs: When it comes time to write about your current and past achievements as a bookkeeper, wording is everything. The right wording can make even a lackluster sentence sound remarkable, while the wrong wording can make your most amazing achievement fall flat.
  
  One of the most important words to get right is the very first one in each bullet point  of your work achievements section. Instead of using the same tired and uninspiring verbs, opt for “power words”. These are engaging verbs that encourage the recruiter to pay attention. If you’re after some ideas of which ones to use, check out this list of 185 eye-catching power words.

• Understand how ATS works: You may be a whiz at bookkeeping software, but we’re guessing that you may not have come across a special HR software called Applicant Tracking System (ATS). This popularly-used tool helps recruiters to sort through resumes based on the presence or absence of certain keywords.
  
  If the keywords are absent in your resume, ATS won’t pass it. This is why we can’t urge you enough to follow the advice we shared above about including keywords from a job ad in your resume.

• Customize it for every job: A guaranteed way to stand out from other candidates is to customize your resume for each and every job you apply for. Recruiters can spot in a millisecond which resumes are generic and which are customized to address the criteria in their job ad. And trust us, we know from experience that if you hand in the same resume every time, your chances of passing into the interview stage are close to 0.
  
  While it does take time to tweak your resume for each application, the payoff is huge (i.e. scoring your dream job!). If you want to apply for a ton of jobs, but don’t have time to customize your resume each time, we recommend taking a good read of the next section.

3. How You Can Use Resumebuild.com’s Resume Builder Tool to Easily Make Your Bookkeeper Resume

How are you feeling after reading our bookkeeper resume guide? While you may be one of the few who’s now pumped to dedicate days of your free time to perfecting your resume, we’re guessing that it’s more likely that you’re overwhelmed by the thought of doing so.

Submitting a professional bookkeeper resume is vital, but that doesn’t mean you need to start with a blank page. If you use Resumebuild’s cutting-edge resume builder tool, you’ll be able to get a head start with one of our stunning pre-loaded resume templates. This will not only save you tons of time, but also allow you to create a professional-looking resume that recruiters and the ATS will both approve of.

With your resume’s formatting and layout sorted, you’ll be able to concentrate on the contents of it. Our resume builder breaks down the writing process into digestible steps that make writing each section as easy as possible. If writing isn’t your forte, you can always take advantage of the pre-written examples for bookkeepers provided within the builder.  

If you’re ready to show recruiters what you’re made of as a bookkeeper, get working on your resume with our DIY resume builder.