Short Description

Plan, direct, or coordinate supportive services of an organization, such as recordkeeping, mail distribution, telephone operator/receptionist, and other office support services. May oversee facilities planning and maintenance and custodial operations.

 

Wages & Employment Trends

  1. Median wages (2006) $32.54 hourly, $67,690 annual
  2. Employment (2006) 247,000 employees
  3. Projected growth (2006-2016) Average (7% to 13%)
  4. Projected need (2006-2016) 94,000 additional employees

 

Relations

Administrative Assistant, Office Manager, Administrative Manager, Administrative Specialist, Administrator, Director of Operations, Administrative Coordinator, Administrative Director, Administrative Officer.

 

Tasks

  1. Monitor the facility to ensure that it remains safe, secure, and well-maintained.
  2. Direct or coordinate the supportive services department of a business, agency, or organization.
  3. Set goals and deadlines for the department.
  4. Prepare and review operational reports and schedules to ensure accuracy and efficiency.
  5. Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records.
  6. Acquire, distribute and store supplies.
  7. Plan, administer and control budgets for contracts, equipment and supplies.
  8. Oversee construction and renovation projects to improve efficiency and to ensure that facilities meet environmental, health, and security standards, and comply with government regulations.
  9. Hire and terminate clerical and administrative personnel.
  10. Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems.

 

Knowledge

  1. Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  2. Administration and Management — Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  3. Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  4. English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  5. Personnel and Human Resources — Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
  6. Law and Government — Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
  7. Mathematics — Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

 

Skills

  1. Social Perceptiveness — Being aware of others’ reactions and understanding why they react as they do.
  2. Time Management — Managing one’s own time and the time of others.
  3. Coordination — Adjusting actions in relation to others’ actions.
  4. Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
  5. Service Orientation — Actively looking for ways to help people.
  6. Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  7. Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.
  8. Instructing — Teaching others how to do something.
  9. Speaking — Talking to others to convey information effectively.
  10. Writing — Communicating effectively in writing as appropriate for the needs of the audience.

 

Abilities

  1. Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
  2. Oral Expression — The ability to communicate information and ideas in speaking so others will understand.
  3. Speech Clarity — The ability to speak clearly so others can understand you.
  4. Speech Recognition — The ability to identify and understand the speech of another person.
  5. Written Comprehension — The ability to read and understand information and ideas presented in writing.
  6. Written Expression — The ability to communicate information and ideas in writing so others will understand.
  7. Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
  8. Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
  9. Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  10. Near Vision — The ability to see details at close range (within a few feet of the observer).

 

Work Activities

  1. Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
  2. Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
  3. Communicating with Persons Outside Organization — Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
  4. Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  5. Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
  6. Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
  7. Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
  8. Performing for or Working Directly with the Public — Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.
  9. Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
  10. Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

 

Work Context

  1. Telephone — How often do you have telephone conversations in this job?
  2. Face-to-Face Discussions — How often do you have to have face-to-face discussions with individuals or teams in this job?
  3. Contact With Others — How much does this job require the worker to be in contact with others (face-to-face, by telephone, or otherwise) in order to perform it?
  4. Letters and Memos — How often does the job require written letters and memos?
  5. Structured versus Unstructured Work — To what extent is this job structured for the worker, rather than allowing the worker to determine tasks, priorities, and goals?
  6. Coordinate or Lead Others — How important is it to coordinate or lead others in accomplishing work activities in this job?
  7. Duration of Typical Work Week — Number of hours typically worked in one week.
  8. Electronic Mail — How often do you use electronic mail in this job?
  9. Freedom to Make Decisions — How much decision making freedom, without supervision, does the job offer?
  10. Work With Work Group or Team — How important is it to work with others in a group or team in this job?

 

Job Zone

Considerable Preparation Needed

  1. Overall Experience A minimum of two to four years of work-related skill, knowledge, or experience is needed for these occupations. For example, an accountant must complete four years of college and work for several years in accounting to be considered qualified.
  2. Job Training Employees in these occupations usually need several years of work-related experience, on-the-job training, and/or vocational training.
  3. Job Zone Examples Many of these occupations involve coordinating, supervising, managing, or training others. Examples include accountants, human resource managers, computer programmers, teachers, chemists, and police detectives.
  4. SVP Range (7.0 to < 8.0).

 

Education

Most of these occupations require a four – year bachelor’s degree, but some do not.

 

Interests

  1. Enterprising — Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
  2. Conventional — Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
  3. Social — Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.

 

Work Styles

  1. Integrity — Job requires being honest and ethical.
  2. Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
  3. Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.
  4. Independence — Job requires developing one’s own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
  5. Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
  6. Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
  7. Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
  8. Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
  9. Concern for Others — Job requires being sensitive to others’ needs and feelings and being understanding and helpful on the job.
  10. Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.

 

Work Values

  1. Independence — Occupations that satisfy this work value allow employs to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.
  2. Recognition — Occupations that satisfy this work value offer advancement, potential for leadership, and are often considered prestigious. Corresponding needs are Advancement, Authority, Recognition and Social Status.

 

Other Occupation Details:

  1. Controller/Treasurer
  2. Chief Executive
  3. Financial Examiner
  4. Financial Manager
  5. Purchasing Manager
  6. Accountant
  7. Auditor
  8. Tax Examiner
  9. Personal Finance Advisors
  10. Bookkeeper
  11. Budget Analyst
  12. Financial Analyst
  13. Credit Analyst
  14. Supervisor
  15. Loan Officer
  16. Bill Account Controller
  17. Administrative Officer
  18. Purchasing
  19. Cost Estimator
  20. Tax Preparer
  21. Clerk – Junior Accountant
  22. Clerk – Statement
  23. Teller
  24. Cashier