First-Line Supervisors of Office and Administrative Support Workers
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
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Tasks | Technology Skills | Tools Used | Knowledge | Skills | Abilities | Work Activities | Detailed Work Activities | Work Context | Job Zone | Education | Credentials | Interests | Work Styles | Work Values | Related Occupations | Wages & Employment | Job Openings
- 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.
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- Access software — Citrix
- Accounting software — Fund accounting software; Intuit QuickBooks ; Intuit Quicken; Sage 50 Accounting (see all 6 examples)
- Analytical or scientific software — IBM SPSS Statistics ; Minitab
- Business intelligence and data analysis software — IBM Cognos Impromptu ; MicroStrategy ; Qlik Tech QlikView ; Tableau
- Calendar and scheduling software — Work scheduling software
- Cloud-based data access and sharing software — Dropbox; Google Drive ; Microsoft SharePoint ; Slack
- Communications server software — IBM Domino
- Computer based training software — Padlet
- 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 software; Microsoft Access ; Oracle software ; Yardi software (see all 6 examples)
- Desktop publishing software — Microsoft Publisher
- Document management software — Adobe Systems Adobe Acrobat ; Document management system software
- Electronic mail software — IBM Notes ; Microsoft Exchange ; Microsoft Outlook
- Enterprise resource planning ERP software — Microsoft Dynamics GP ; NetSuite ERP ; Oracle Hyperion ; Oracle JD Edwards EnterpriseOne (see all 10 examples)
- Financial analysis software — Delphi Technology; Oracle E-Business Suite Financials
- Graphics or photo imaging software — JamBoard; SmugMug Flickr
- Human resources software — ADP Workforce Now ; Human resource management software HRMS; Oracle Taleo
- Information retrieval or search software — LexisNexis
- Instant messaging software — GroupMe
- Internet browser software — Microsoft Internet Explorer; Mozilla Firefox; Web browser software
- Medical software — Healthcare common procedure coding system HCPCS ; Henry Schein Dentrix ; Medical condition coding software ; MEDITECH software (see all 5 examples)
- Multi-media educational software — Nearpod
- Office suite software — Microsoft Office
- Operating system software — Apple macOS ; Handheld computer device software; Microsoft Windows
- Presentation software — Microsoft PowerPoint
- Process mapping and design software — Microsoft Visio
- Project management software — Contract management software; HCSS HeavyJob; Microsoft Project ; Microsoft Teams (see all 5 examples)
- Spreadsheet software — Microsoft Excel
- Time accounting software — Payroll software
- Transaction security and virus protection software — Symantec
- Video conferencing software — LogMeIn GoToMeeting
- Video creation and editing software — Loom; Screencastify; YouTube
- Web page creation and editing software — Facebook ; Social media sites
- Word processing software — Evernote; Google Docs ; Microsoft Word
Hot Technology — a technology requirement frequently included in employer job postings.
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- 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.
- Administrative — Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace 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.
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- 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.
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- 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 that 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.
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- Working with Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
- Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
- Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
- Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
- Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
- Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
- Coaching and Developing Others — Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
- 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.
- Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
- Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
- Monitoring Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
- Staffing Organizational Units — Recruiting, interviewing, selecting, hiring, and promoting employees in an organization.
- Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
- Guiding, Directing, and Motivating Subordinates — Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.
- Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
- Developing and Building Teams — Encouraging and building mutual trust, respect, and cooperation among team members.
- Judging the Qualities of Objects, Services, or People — Assessing the value, importance, or quality of things or people.
- Monitoring and Controlling Resources — Monitoring and controlling resources and overseeing the spending of money.
- Training and Teaching Others — Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.
- Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
- Communicating with People Outside the 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.
- Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.
- Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
- Developing Objectives and Strategies — Establishing long-range objectives and specifying the strategies and actions to achieve them.
- Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Providing Consultation and Advice to Others — Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.
- Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.
- 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.
- 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.
- Inspecting Equipment, Structures, or Materials — Inspecting equipment, structures, or materials to identify the cause of errors or other problems or defects.
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Detailed Work Activities
- Supervise clerical or administrative personnel.
- Explain regulations, policies, or procedures.
- Train personnel.
- Respond to customer problems or complaints.
- Examine documents to verify adherence to requirements.
- Prepare employee work schedules.
- Administer personnel recruitment or hiring activities.
- Compile data or documentation.
- Prepare research or technical reports.
- Develop organizational policies or programs.
- Calculate financial data.
- Analyze financial information.
- Coordinate operational activities.
- Perform administrative or clerical tasks.
- Provide information to coworkers.
- Maintain inventory records.
- Record personnel information.
- Confer with coworkers to coordinate work activities.
- Maintain current knowledge related to work activities.
- Monitor inventories of products or materials.
- Report maintenance or equipment problems to appropriate personnel.
- Plan facility layouts or designs.
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- 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.”
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|Title||Job Zone Three: Medium Preparation Needed|
|Education||Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate’s degree.|
|Related Experience||Previous work-related skill, knowledge, or experience is required for these occupations. For example, an electrician must have completed three or four years of apprenticeship or several years of vocational training, and often must have passed a licensing exam, in order to perform the job.|
|Job Training||Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers. A recognized apprenticeship program may be associated with these occupations.|
|Job Zone Examples||These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include hydroelectric production managers, travel guides, electricians, agricultural technicians, barbers, court reporters, and medical assistants.|
|SVP Range||(6.0 to < 7.0)|
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Percentage of Respondents
|Education Level Required|
|23||High school diploma or equivalent
|20||Some college, no degree|
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Interest code: ECS Want to discover your interests? Take the O*NET Interest Profiler at My Next Move.
- 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.
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- 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.
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- 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.
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Wages & Employment Trends
|Median wages (2020)||$28.10 hourly, $58,450 annual|
|Employment (2020)||1,487,300 employees|
|Projected growth (2020-2030)||Decline (-1% or lower)|
|Projected job openings (2020-2030)||142,700|
|Top industries (2020)||
Health Care and Social Assistance
Finance and Insurance
Source: Bureau of Labor Statistics 2020 wage data and 2020-2030 employment projections . “Projected growth” represents the estimated change in total employment over the projections period (2020-2030). “Projected job openings” represent openings due to growth and replacement.
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Job Openings on the Web
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