The Job Description
Plan, direct, or coordinate one or more administrative services of an organization, such as records and information management, mail distribution, facilities planning and maintenance, custodial operations, and other office support services.
Overall Job Role
- Monitor the facility to ensure that it remains safe, secure, and well-maintained.
- Set goals and deadlines for the department.
- Prepare and review operational reports and schedules to ensure accuracy and efficiency.
- Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records.
- Acquire, distribute and store supplies.
- Conduct classes to teach procedures to staff.
- Recommend organizational process or policy changes.
- Purchase materials, equipment, or other resources.
- Manage construction activities.
- Prepare operational progress or status reports.
- Purchase materials, equipment, or other resources.
- Develop organizational goals or objectives.
- Direct facility maintenance or repair activities.
- Hire personnel.
- Manage inventories of products or organizational resources.
- Direct administrative or support services.
- Monitor facilities or operational systems.
- Analyze data to inform operational decisions or activities.
- Plan facility layouts or designs.
- Prepare operational budgets.
- Conduct employee training programs.
Observing, receiving, and otherwise obtaining information from all relevant sources.
Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Interacting With Computers
Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Handling and Moving Objects
Using hands and arms in handling, installing, positioning, and moving materials, and manipulating things.
Training and Teaching Others
Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.
Analyzing Data or Information
Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
Developing and Building Teams
Encouraging and building mutual trust, respect, and cooperation among team members.
Staffing Organizational Units
Recruiting, interviewing, selecting, hiring, and promoting employees in an organization.
Coaching and Developing Others
Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
Scheduling Work and Activities
Scheduling events, programs, and activities, as well as the work of others.
Assisting and Caring for Others
Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Monitoring and Controlling Resources
Monitoring and controlling resources and overseeing the spending of money.
Performing Administrative Activities
Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Making Decisions and Solving Problems
Analyzing information and evaluating results to choose the best solution and solve problems.
Updating and Using Relevant Knowledge
Keeping up-to-date technically and applying new knowledge to your job.
Performing General Physical Activities
Performing physical activities that require considerable use of your arms and legs and moving your whole body, such as climbing, lifting, balancing, walking, stooping, and handling of materials.
Identifying Objects, Actions, and Events
Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Provide Consultation and Advice to Others
Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.
Organizing, Planning, and Prioritizing Work
Developing specific goals and plans to prioritize, organize, and accomplish your work.
Inspecting Equipment, Structures, or Material
Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.
Monitor Processes, Materials, or Surroundings
Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
Coordinating the Work and Activities of Others
Getting members of a group to work together to accomplish tasks.
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.
Guiding, Directing, and Motivating Subordinates
Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.
Resolving Conflicts and Negotiating with Others
Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
Interpreting the Meaning of Information for Others
Translating or explaining what information means and how it can be used.
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.
Judging the Qualities of Things, Services, or People
Assessing the value, importance, or quality of things or people.
Communicating with Supervisors, Peers, or Subordinates
Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Establishing and Maintaining Interpersonal Relationships
Developing constructive and cooperative working relationships with others, and maintaining them over time.
Evaluating Information to Determine Compliance with Standards
Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
Estimating the Quantifiable Characteristics of Products, Events, or Information
Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity.
Electronic Mail —
Face-to-Face Discussions —
Indoors, Environmentally Controlled —
The Ideal Candidate
The ideal candidate possesses the following general knowledge, skills, abilities, interests and values.
General Knowledge Preferred
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.
Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
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.
Public Safety and Security
Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.
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.
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.
General Skills Preferred
Communicating effectively in writing as appropriate for the needs of the audience.
Talking to others to convey information effectively.
Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Persuading others to change their minds or behavior.
Teaching others how to do something.
Bringing others together and trying to reconcile differences.
Adjusting actions in relation to others' actions.
Understanding the implications of new information for both current and future problem-solving and decision-making.
Managing one's own time and the time of others.
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.
Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
Actively looking for ways to help people.
Understanding written sentences and paragraphs in work related documents.
Being aware of others' reactions and understanding why they react as they do.
Complex Problem Solving
Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
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.
Personal Abilities Preferred
The ability to see details at close range (within a few feet of the observer).
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.
The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
The ability to speak clearly so others can understand you.
The ability to communicate information and ideas in speaking so others will understand.
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).
The ability to listen to and understand information and ideas presented through spoken words and sentences.
The ability to identify and understand the speech of another person.
The ability to communicate information and ideas in writing so others will understand.
The ability to apply general rules to specific problems to produce answers that make sense.
The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
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.
The ability to concentrate on a task over a period of time without being distracted.
The ability to generate or use different sets of rules for combining or grouping things in different ways.
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).
The ability to read and understand information and ideas presented in writing.
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.
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.
Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.
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.
Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.
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.
Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.