Administrative Service Manager

Definition:

• Managers plan, direct, coordinate and evaluate the overall activities of enterprises, governments and other organizations, or of organizational units within them, and formulate and review their policies, laws, rules and regulations. Competent performance in most occupations in this major group requires skills at the fourth ISCO skill level, except for Sub-major group 14: Hospitality, Retail and Other Services Managers, for which skills at the third ISCO skill level are generally required.

Job Description:

• 1) 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.

Duties and 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.
• 11) Manage leasing of facility space.
• 12) Participate in architectural and engineering planning and design, including space and installation management.
• 13) Conduct classes to teach procedures to staff.
• 14) Dispose of, or oversee the disposal of, surplus or unclaimed property.

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 Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• 4) 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.
• 5) Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
• 6) 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
• 7) Performing Administrative Activities — Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
• 8) Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
• 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.
• 11) Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
• 12) Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
• 13) Judging the Qualities of Things, Services, or People — Assessing the value, importance, or quality of things or people.
• 14) Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
• 15) Monitoring and Controlling Resources — Monitoring and controlling resources and overseeing the spending of money.
• 16) 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.
• 17) Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
• 18) Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
• 19) Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.
• 20) Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
• 21) Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
• 22) Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.
• 23) Provide Consultation and Advice to Others — Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics.
• 24) Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
• 25) Coaching and Developing Others — Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
• 26) Assisting and Caring for Others — Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.
• 27) Developing Objectives and Strategies — Establishing long-range objectives and specifying the strategies and actions to achieve them.
• 28) Staffing Organizational Units — Recruiting, interviewing, selecting, hiring, and promoting employees in an organization.

Abilities:

• 1) Oral Expression — The ability to communicate information and ideas in speaking so others will understand
• 2) Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
• 3) Written Comprehension — The ability to read and understand information and ideas presented in writing.
• 4) Written Expression — The ability to communicate information and ideas in writing so others will understand.
• 5) Speech Recognition — The ability to identify and understand the speech of another person.
• 6) Speech Clarity — The ability to speak clearly so others can understand you.
• 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) Near Vision — The ability to see details at close range (within a few feet of the observer).
• 10) Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
• 11) Selective Attention — The ability to concentrate on a task over a period of time without being distracted.

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) 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.
• 5) English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.