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Administrative Services Managers

Administrative Services Managers

Overview
Job Zone Three: Medium Preparation Needed
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.

Education

Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.

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.

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.

Plan, direct, or coordinate one or more administrative services of an organization, such as records and information management, mail distribution, and other office support services.

Demand
Career Demand by State Career Demand by State Legend
Core Tasks

Plan, administer, and control budgets for contracts, equipment, and supplies.

Direct or coordinate the supportive services department of a business, agency, or organization.

Hire and terminate clerical and administrative personnel.

Prepare and review operational reports and schedules to ensure accuracy and efficiency.

Set goals and deadlines for the department.

Acquire, distribute and store supplies.

Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records.

Conduct classes to teach procedures to staff.

Technology Skills
Technology
Example
Hot Technology
Accounting software
Intuit QuickBooks
Analytical or scientific software
SAS
Computer aided design CAD software
Autodesk AutoCAD
Content workflow software
Atlassian JIRA
Customer relationship management CRM software
Blackbaud The Raiser's Edge
Data base management system software
Teradata Database
Data base reporting software
SAP BusinessObjects Crystal Reports
Data base user interface and query software
Yardi
Desktop publishing software
Microsoft Publisher
Document management software
Adobe Systems Adobe Acrobat
Electronic mail software
IBM Notes
Enterprise resource planning ERP software
Oracle Hyperion
Enterprise system management software
IBM Power Systems software
Financial analysis software
Delphi Technology
Graphics or photo imaging software
Microsoft Visio
Human resources software
ADP Workforce Now
Industrial control software
Supervisory control and data acquisition SCADA software
Information retrieval or search software
LexisNexis
Instant messaging software
GroupMe
Internet browser software
Web browser software
Medical software
PracticeWorks Systems Kodak WINOMS CS
Object or component oriented development software
R
Office suite software
Microsoft Office
Operating system software
Microsoft Windows XP
Presentation software
Microsoft PowerPoint
Project management software
Microsoft SharePoint
Spreadsheet software
Microsoft Excel
Web page creation and editing software
LinkedIn
Word processing software
Microsoft Word
Tools Used
Tool
Example
Communications Devices and Accessories
Mobile phones
Computer Equipment and Accessories
Personal computers
Office machines and their supplies and accessories
Laser facsimile machines
Top 10 Knowledge Required
Customer and Personal Service
89%
Importance

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.

Administration and Management
85%
Importance

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.

English Language
81%
Importance

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Clerical
78%
Importance

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.

Computers and Electronics
67%
Importance

Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

Personnel and Human Resources
67%
Importance

Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.

Mathematics
66%
Importance

Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

Public Safety and Security
66%
Importance

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.

Economics and Accounting
59%
Importance

Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.

Law and Government
58%
Importance

Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

Top 10 Skills
Active Listening
80%
Importance

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.

Reading Comprehension
80%
Importance

Understanding written sentences and paragraphs in work related documents.

Time Management
80%
Importance

Managing one's own time and the time of others.

Speaking
78%
Importance

Talking to others to convey information effectively.

Coordination
75%
Importance

Adjusting actions in relation to others' actions.

Critical Thinking
75%
Importance

Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Writing
75%
Importance

Communicating effectively in writing as appropriate for the needs of the audience.

Negotiation
73%
Importance

Bringing others together and trying to reconcile differences.

Management of Personnel Resources
68%
Importance

Motivating, developing, and directing people as they work, identifying the best people for the job.

Monitoring
68%
Importance

Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Top 10 Abilities
Oral Comprehension
80%
Importance

The ability to listen to and understand information and ideas presented through spoken words and sentences.

Oral Expression
80%
Importance

The ability to communicate information and ideas in speaking so others will understand.

Written Comprehension
80%
Importance

The ability to read and understand information and ideas presented in writing.

Written Expression
78%
Importance

The ability to communicate information and ideas in writing so others will understand.

Deductive Reasoning
73%
Importance

The ability to apply general rules to specific problems to produce answers that make sense.

Near Vision
73%
Importance

The ability to see details at close range (within a few feet of the observer).

Speech Clarity
73%
Importance

The ability to speak clearly so others can understand you.

Speech Recognition
73%
Importance

The ability to identify and understand the speech of another person.

Inductive Reasoning
70%
Importance

The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

Problem Sensitivity
70%
Importance

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.

Top 10 Work Activities
Getting Information
93%
Importance

Observing, receiving, and otherwise obtaining information from all relevant sources.

Communicating with Supervisors, Peers, or Subordinates
89%
Importance

Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Organizing, Planning, and Prioritizing Work
88%
Importance

Developing specific goals and plans to prioritize, organize, and accomplish your work.

Making Decisions and Solving Problems
85%
Importance

Analyzing information and evaluating results to choose the best solution and solve problems.

Establishing and Maintaining Interpersonal Relationships
84%
Importance

Developing constructive and cooperative working relationships with others, and maintaining them over time.

Scheduling Work and Activities
84%
Importance

Scheduling events, programs, and activities, as well as the work of others.

Interacting With Computers
83%
Importance

Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.

Performing Administrative Activities
81%
Importance

Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

Coordinating the Work and Activities of Others
79%
Importance

Getting members of a group to work together to accomplish tasks.

Documenting/Recording Information
79%
Importance

Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Detailed Work Activities

Prepare operational progress or status reports.

Develop organizational goals or objectives.

Manage inventories of products or organizational resources.

Purchase materials, equipment, or other resources.

Analyze data to inform operational decisions or activities.

Recommend organizational process or policy changes.

Conduct employee training programs.

Prepare operational budgets.

Hire personnel.

Direct administrative or support services.

Communicate technical information to suppliers, contractors, or regulatory agencies.

Establish standards for products, processes, or procedures.

Develop organizational policies or programs.

Prepare employee work schedules.

Maintain current knowledge related to work activities.

Select resources needed to accomplish tasks.

Maintain records, documents, or other files.

Confer with managers to make operational decisions.

Manage human resources activities.

Read documents to gather technical information.

Evaluate information related to legal matters in public or personal records.

Respond to customer problems or complaints.

Supervise clerical or administrative personnel.

Work Context
Electronic Mail

How often do you use electronic mail in this job?

Face-to-Face Discussions

How often do you have to have face-to-face discussions with individuals or teams in this job?

Telephone

How often do you have telephone conversations in this job?

Indoors, Environmentally Controlled

How often does this job require working indoors in environmentally controlled conditions?

Work With Work Group or Team

How important is it to work with others in a group or team in this job?

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?

Freedom to Make Decisions

How much decision making freedom, without supervision, does the job offer?

Deal With External Customers

How important is it to work with external customers or the public in this job?

Responsibility for Outcomes and Results

How responsible is the worker for work outcomes and results of other workers?

Responsible for Others' Health and Safety

How much responsibility is there for the health and safety of others in this job?

Education
Majors
Major
Veterinary Office Management/Administration
Medical/Health Management and Clinical Assistant/Specialist
Business/Commerce, General
Business Administration and Management, General
Purchasing, Procurement/Acquisitions and Contracts Management
Office Management and Supervision
Customer Service Management
Interests
Enterprising
100%
Importance

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
77%
Importance

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
39%
Importance

Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.

Investigative
34%
Importance

Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally.

Realistic
29%
Importance

Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.

Artistic
15%
Importance

Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.

Top 10 Work Styles
Integrity
95%
Importance

Job requires being honest and ethical.

Dependability
94%
Importance

Job requires being reliable, responsible, and dependable, and fulfilling obligations.

Self Control
91%
Importance

Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

Stress Tolerance
89%
Importance

Job requires accepting criticism and dealing calmly and effectively with high stress situations.

Attention to Detail
87%
Importance

Job requires being careful about detail and thorough in completing work tasks.

Cooperation
86%
Importance

Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

Initiative
85%
Importance

Job requires a willingness to take on responsibilities and challenges.

Adaptability/Flexibility
84%
Importance

Job requires being open to change (positive or negative) and to considerable variety in the workplace.

Independence
83%
Importance

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.

Analytical Thinking
81%
Importance

Job requires analyzing information and using logic to address work-related issues and problems.

Work Values
Relationships
91%
Importance

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.

Independence
81%
Importance

Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.

Achievement
67%
Importance

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.

Recognition
67%
Importance

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.

Working Conditions
67%
Importance

Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.

Support
58%
Importance

Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.