Your #1 choice for free
Job Descriptions
Job Details
Occupation Information

First-Line Supervisors of Office and Administrative Support Workers
SOC Code: 43-1011.00

Directly supervise and coordinate the activities of clerical and administrative support workers.

Sample of reported job titles: Accounting Manager, Accounts Payable Supervisor, Accounts Receivable Manager, Administrative Supervisor, Customer Service Manager, Customer Service Supervisor, Office Coordinator, Office Manager, Office Supervisor, Staff Services Manager

Tasks

  • Supervise the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems.
  • Resolve customer complaints or answer customers' questions regarding policies and procedures.
  • Provide employees with guidance in handling difficult or complex problems or in resolving escalated complaints or disputes.
  • Review records or reports pertaining to activities such as production, payroll, or shipping to verify details, monitor work activities, or evaluate performance.
  • Discuss job performance problems with employees to identify causes and issues and to work on resolving problems.
  • Prepare and issue work schedules, deadlines, and duty assignments for office or administrative staff.
  • Recruit, interview, and select employees.
  • Interpret and communicate work procedures and company policies to staff.
  • Evaluate employees' job performance and conformance to regulations and recommend appropriate personnel action.
  • Train or instruct employees in job duties or company policies or arrange for training to be provided.
  • Research, compile, and prepare reports, manuals, correspondence, or other information required by management or governmental agencies.
  • Implement corporate or departmental policies, procedures, and service standards in conjunction with management.
  • Compute figures such as balances, totals, or commissions.
  • Coordinate activities with other supervisory personnel or with other work units or departments.
  • Participate in the work of subordinates to facilitate productivity or to overcome difficult aspects of work.
  • Make recommendations to management concerning such issues as staffing decisions or procedural changes.
  • Develop or update procedures, policies, or standards.
  • Maintain records pertaining to inventory, personnel, orders, supplies, or machine maintenance.
  • Consult with managers or other personnel to resolve problems in areas such as equipment performance, output quality, or work schedules.
  • Develop work schedules according to budgets and workloads.
  • Analyze financial activities of establishments or departments and provide input into budget planning and preparation processes.
  • Design, implement, or evaluate staff training and development programs, customer service initiatives, or performance measurement criteria.
  • Keep informed of provisions of labor-management agreements and their effects on departmental operations.
  • Discuss work problems or grievances with union representatives.
  • Coordinate or perform activities associated with shipping, receiving, distribution, or transportation.
  • Monitor inventory levels and requisition or purchase supplies as needed.
  • Plan for or coordinate office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, or security services.

Technology Skills

  • Access software - Citrix
  • Accounting software - Fund accounting software ; Intuit QuickBooks ; Sage 50 Accounting; Tax software (see all 6 examples)
  • Analytical or scientific software - IBM SPSS Statistics
  • Business intelligence and data analysis software - IBM Cognos Impromptu ; Qlik Tech QlikView ; Tableau
  • Calendar and scheduling software - Work scheduling software
  • Communications server software - IBM Domino
  • Customer relationship management CRM software - Blackbaud The Raiser's Edge ; Oracle Eloqua ; Salesforce software
  • Data base reporting software - SAP Crystal Reports
  • Data base user interface and query software - Blackboard ; Data entry software ; FileMaker Pro; Microsoft Access (see all 5 examples)
  • Desktop publishing software - Microsoft Publisher
  • Document management software - Adobe Systems Adobe Acrobat ; Document management system software
  • Electronic mail software - IBM Notes ; Microsoft Exchange Server ; Microsoft Outlook
  • Enterprise resource planning ERP software - Microsoft Dynamics ; NetSuite ERP ; Oracle PeopleSoft ; SAP (see all 10 examples)
  • Financial analysis software - Delphi Technology ; Oracle E-Business Suite Financials
  • Graphics or photo imaging software - Microsoft Visio
  • Human resources software - ADP Workforce Now ; Human resource management software HRMS
  • Information retrieval or search software - LexisNexis
  • Internet browser software - Microsoft Internet Explorer; Mozilla Firefox; Web browser software
  • Medical software - Healthcare common procedure coding system HCPCS ; Medical condition coding software ; Medical procedure coding software ; MEDITECH software
  • Office suite software - Microsoft Office
  • Operating system software - Apple macOS ; Handheld computer device software ; Microsoft Windows
  • Presentation software - Microsoft PowerPoint
  • Project management software - Contract management software; HCSS HeavyBid; Microsoft Project ; Microsoft SharePoint (see all 5 examples)
  • Spreadsheet software - Microsoft Excel
  • Time accounting software - Payroll software
  • Transaction security and virus protection software - Symantec
  • Video creation and editing software - YouTube
  • Web page creation and editing software - Facebook
  • Word processing software - Microsoft Word

Tools Used

  • Desktop calculator - 10-key calculators
  • Desktop computers
  • Laser fax machine - Laser facsimile machines
  • Laser printers - Computer laser printers
  • Liquid crystal display projector - Liquid crystal display LCD projectors
  • Notebook computers - Laptop computers
  • Personal computers
  • Photocopiers - Photocopying equipment
  • Postal scales
  • Scanners - Computer data input scanners
  • Special purpose telephones - Multi-line telephone systems
  • Voice mail systems

Knowledge

  • 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.
  • 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.
  • 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.
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • 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.
  • Economics and Accounting - Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.

Skills

  • 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.
  • Coordination - Adjusting actions in relation to others' actions.
  • Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
  • Speaking - Talking to others to convey information effectively.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
  • Instructing - Teaching others how to do something.
  • Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
  • Management of Personnel Resources - Motivating, developing, and directing people as they work, identifying the best people for the job.
  • Time Management - Managing one's own time and the time of others.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Learning Strategies - Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
  • Negotiation - Bringing others together and trying to reconcile differences.
  • Persuasion - Persuading others to change their minds or behavior.
  • Service Orientation - Actively looking for ways to help people.
  • Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
  • Systems Evaluation - Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
  • Systems Analysis - Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.

Abilities

  • Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
  • Written Comprehension - The ability to read and understand information and ideas presented in writing.
  • Speech Clarity - The ability to speak clearly so others can understand you.
  • Speech Recognition - The ability to identify and understand the speech of another person.
  • Written Expression - The ability to communicate information and ideas in writing so others will understand.
  • 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.
  • Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
  • 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).
  • Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  • Near Vision - The ability to see details at close range (within a few feet of the observer).
  • Fluency of Ideas - The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
  • Originality - The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
  • Category Flexibility - The ability to generate or use different sets of rules for combining or grouping things in different ways.
  • Selective Attention - The ability to concentrate on a task over a period of time without being distracted.

Interests

  • Interest code: ECS
    • 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.
    • 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.
    • Social - Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.

Work Context

  • Face-to-Face Discussions - 96% responded “Every day.”
  • Telephone - 98% responded “Every day.”
  • Contact With Others - 74% responded “Constant contact with others.”
  • Electronic Mail - 89% responded “Every day.”
  • Work With Work Group or Team - 60% responded “Extremely important.”
  • Structured versus Unstructured Work - 48% responded “A lot of freedom.”
  • Responsibility for Outcomes and Results - 48% responded “Very high responsibility.”
  • Spend Time Sitting - 61% responded “Continually or almost continually.”
  • Importance of Being Exact or Accurate - 42% responded “Extremely important.”
  • Coordinate or Lead Others - 37% responded “Extremely important.”
  • Freedom to Make Decisions - 39% responded “A lot of freedom.”
  • Time Pressure - 37% responded “Once a week or more but not every day.”
  • Deal With External Customers - 60% responded “Extremely important.”
  • Frequency of Decision Making - 37% responded “Every day.”
  • Impact of Decisions on Co-workers or Company Results - 35% responded “Very important results.”
  • Indoors, Environmentally Controlled - 70% responded “Every day.”
  • Duration of Typical Work Week - 61% responded “40 hours.”
  • Letters and Memos - 33% responded “Once a week or more but not every day.”
  • Frequency of Conflict Situations - 41% responded “Once a month or more but not every week.”
  • Deal With Unpleasant or Angry People - 48% responded “Once a month or more but not every week.”
  • Spend Time Making Repetitive Motions - 36% responded “More than half the time.”
  • Importance of Repeating Same Tasks - 26% responded “Extremely important.”

Education

Percentage of RespondentsEducation Level Required
45%Bachelor's degree
23%High school diploma or equivalent
20%Some college, no degree

Work Styles

  • Integrity - Job requires being honest and ethical.
  • Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations.
  • Leadership - Job requires a willingness to lead, take charge, and offer opinions and direction.
  • Self Control - Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
  • Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.
  • Concern for Others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
  • Stress Tolerance - Job requires accepting criticism and dealing calmly and effectively with high stress situations.
  • Achievement/Effort - Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
  • Adaptability/Flexibility - Job requires being open to change (positive or negative) and to considerable variety in the workplace.
  • Cooperation - Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
  • Analytical Thinking - Job requires analyzing information and using logic to address work-related issues and problems.
  • 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.
  • Social Orientation - Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
  • Initiative - Job requires a willingness to take on responsibilities and challenges.
  • Persistence - Job requires persistence in the face of obstacles.
  • Innovation - Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.

Work Values

  • Support - Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
  • Independence - Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.
  • Relationships - Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.

Wages & Trends

  • Median wages (2017)
    • $26.47 hourly, $55,060 annual
  • Employment (2016)
    • 1,506,000 employees
  • Projected growth (2016-2026)
    • Slower than average (2% to 4%)
  • Projected job openings (2016-2026)
    • 153,000

Similar Job Descriptions: