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Summary Report for:
11-3011.00 - Administrative Services Managers

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.

Sample of reported job titles: Administrative Assistant, Administrative Coordinator, Administrative Manager, Administrative Officer, Administrative Specialist, Administrator, Business Administrator, Business Manager, Director of Operations, Office 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  |  Additional Information

Tasks

  • Direct or coordinate the supportive services department of a business, agency, or organization.
  • 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.
  • Plan, administer, and control budgets for contracts, equipment, and supplies.
  • Monitor the facility to ensure that it remains safe, secure, and well-maintained.
  • Hire and terminate clerical and administrative personnel.
  • Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems.
  • Oversee construction and renovation projects to improve efficiency and to ensure that facilities meet environmental, health, and security standards, and comply with government regulations.
  • Conduct classes to teach procedures to staff.
  • Participate in architectural and engineering planning and design, including space and installation management.

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Technology Skills

  • Accounting software — Fund accounting software Hot technology ; Intuit QuickBooks Hot technology ; Sage 50 Accounting Hot technology
  • Analytical or scientific software — Minitab Hot technology ; SPSS Hot technology
  • Computer aided design CAD software Hot technology — Autodesk AutoCAD Hot technology
  • Customer relationship management CRM software — Blackbaud The Raiser's Edge Hot technology
  • Data base reporting software — SAP BusinessObjects Crystal Reports
  • Data base user interface and query software — Data entry software Hot technology ; FileMaker Pro Hot technology ; Microsoft Access Hot technology ; Sage 300 Construction and Real Estate (see all 5 examples)
  • Desktop publishing software — Adobe Systems Adobe PageMaker; Microsoft Publisher Hot technology
  • Document management software — Adobe Systems Adobe Acrobat Hot technology
  • Electronic mail software — Email software; IBM Notes Hot technology ; Microsoft Outlook Hot technology ; Novell GroupWise
  • Enterprise resource planning ERP software Hot technology — Oracle Hyperion Hot technology ; Oracle PeopleSoft Hot technology ; Sage MAS 200 ERP; SAP Hot technology (see all 6 examples)
  • Financial analysis software — Delphi Technology Hot technology
  • Graphics or photo imaging software — Microsoft Visio Hot technology
  • Human resources software — ADP Enterprise HRMS; Human resource management software HRMS Hot technology
  • Internet browser software — Microsoft Internet Explorer; Web browser software
  • Medical software — PracticeWorks Systems Kodak WINOMS CS
  • Office suite software — Microsoft Office
  • Operating system software — Microsoft Windows XP
  • Presentation software — Microsoft PowerPoint Hot technology
  • Project management software — Microsoft Project Hot technology ; Microsoft SharePoint Hot technology
  • Spreadsheet software — Microsoft Excel Hot technology
  • Word processing software — Microsoft Word

Hot technology Hot Technology — a technology requirement frequently included in employer job postings.

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Tools Used

  • Desktop calculator — 10-key calculators
  • Desktop computers
  • Laser fax machine — Laser facsimile machines
  • Mobile phones
  • Notebook computers — Laptop computers
  • Personal computers
  • Personal digital assistant PDAs or organizers — Personal digital assistants PDA
  • Photocopiers — Photocopying equipment
  • Scanners
  • Special purpose telephones — Multi-line telephone systems
  • Tablet computers

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Knowledge

  • 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.
  • 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.
  • English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • 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.
  • 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.
  • Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • Economics and Accounting — Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
  • Mathematics — Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
  • Sales and Marketing — Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

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Skills

  • Speaking — Talking to others to convey information effectively.
  • 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.
  • Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
  • 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.
  • Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Negotiation — Bringing others together and trying to reconcile differences.
  • 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.
  • Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
  • Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Service Orientation — Actively looking for ways to help people.
  • Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.
  • Complex Problem Solving — Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
  • Instructing — Teaching others how to do something.
  • Systems Analysis — Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
  • Persuasion — Persuading others to change their minds or behavior.

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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.
  • 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.
  • 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).
  • 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.
  • 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).
  • 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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Work Activities

  • Communicating with Supervisors, Peers, or Subordinates — Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  • Getting Information — Observing, receiving, and otherwise obtaining information from all relevant sources.
  • Interacting With Computers — Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
  • 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.
  • Organizing, Planning, and Prioritizing Work — Developing specific goals and plans to prioritize, organize, and accomplish your work.
  • 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.
  • Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
  • Judging the Qualities of Things, Services, or People — Assessing the value, importance, or quality of things or people.
  • Documenting/Recording Information — Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
  • Processing Information — Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
  • Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
  • Coordinating the Work and Activities of Others — Getting members of a group to work together to accomplish tasks.
  • 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.
  • Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.
  • Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
  • 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.
  • Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
  • Monitoring and Controlling Resources — Monitoring and controlling resources and overseeing the spending of money.
  • Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
  • Thinking Creatively — Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.
  • Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
  • Developing and Building Teams — Encouraging and building mutual trust, respect, and cooperation among team members.

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Detailed Work Activities

  • Prepare operational budgets.
  • Direct administrative or support services.
  • Monitor facilities or operational systems.
  • Prepare operational progress or status reports.
  • Hire personnel.
  • Develop organizational goals or objectives.
  • Direct facility maintenance or repair activities.
  • Manage construction activities.
  • Purchase materials, equipment, or other resources.
  • Manage inventories of products or organizational resources.
  • Conduct employee training programs.
  • Plan facility layouts or designs.
  • Analyze data to inform operational decisions or activities.
  • Recommend organizational process or policy changes.

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Work Context

  • Telephone — 98% responded “Every day.”
  • Face-to-Face Discussions — 96% responded “Every day.”
  • Electronic Mail — 92% responded “Every day.”
  • Contact With Others — 67% responded “Constant contact with others.”
  • Structured versus Unstructured Work — 66% responded “A lot of freedom.”
  • Freedom to Make Decisions — 58% responded “A lot of freedom.”
  • Indoors, Environmentally Controlled — 85% responded “Every day.”
  • Letters and Memos — 47% responded “Once a week or more but not every day.”
  • Work With Work Group or Team — 56% responded “Extremely important.”
  • Frequency of Decision Making — 46% responded “Every day.”
  • Impact of Decisions on Co-workers or Company Results — 37% responded “Very important results.”
  • Importance of Being Exact or Accurate — 42% responded “Very important.”
  • Time Pressure — 41% responded “Once a week or more but not every day.”
  • Spend Time Sitting — 52% responded “More than half the time.”
  • Deal With External Customers — 42% responded “Very important.”
  • Coordinate or Lead Others — 37% responded “Extremely important.”
  • Importance of Repeating Same Tasks — 35% responded “Extremely important.”
  • Duration of Typical Work Week — 46% responded “More than 40 hours.”
  • Responsibility for Outcomes and Results — 47% responded “High responsibility.”
  • Frequency of Conflict Situations — 43% responded “Once a month or more but not every week.”
  • Deal With Unpleasant or Angry People — 34% responded “Once a month or more but not every week.”
  • Responsible for Others' Health and Safety — 35% responded “Very high responsibility.”

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Job Zone

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 food service managers, travel guides, electricians, agricultural technicians, barbers, nannies, and medical assistants.
SVP Range (6.0 to < 7.0)

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Education


Percentage of Respondents
Education Level Required
28   Bachelor's degree
19   High school diploma or equivalent Help
19   Associate's degree

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Credentials

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Interests

Interest code: EC

  • 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.

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Work Styles

  • Integrity — Job requires being honest and ethical.
  • Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
  • Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
  • Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
  • 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.
  • Initiative — Job requires a willingness to take on responsibilities and challenges.
  • Self Control — Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
  • Adaptability/Flexibility — Job requires being open to change (positive or negative) and to considerable variety in the workplace.
  • 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.
  • Leadership — Job requires a willingness to lead, take charge, and offer opinions and direction.
  • 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.
  • Achievement/Effort — Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
  • Analytical Thinking — Job requires analyzing information and using logic to address work-related issues and problems.
  • Social Orientation — Job requires preferring to work with others rather than alone, and being personally connected with others on the job.

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Work Values

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

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Wages & Employment Trends

Median wages (2015) $41.40 hourly, $86,110 annual
State wages Local Salary Info
 
Employment (2014) 287,000 employees
Projected growth (2014-2024) Average (5% to 8%) Average (5% to 8%)
Projected job openings (2014-2024) 77,200
State trends Employment Trends
 
Top industries (2014)

Source: Bureau of Labor Statistics 2015 wage data external site and 2014-2024 employment projections external site. "Projected growth" represents the estimated change in total employment over the projections period (2014-2024). "Projected job openings" represent openings due to growth and replacement.

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Job Openings on the Web

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Sources of Additional Information

Disclaimer: Sources are listed to provide additional information on related jobs, specialties, and/or industries. Links to non-DOL Internet sites are provided for your convenience and do not constitute an endorsement.

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