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First-Line Supervisors of Office and Administrative Support Workers Occupation Detailed Description

First-Line Supervisors of Office and Administrative Support Workers career

General Job Description and Education/Training Levels for First-Line Supervisors of Office and Administrative Support Workers

The main tasks and work activities of First-Line Supervisors of Office and Administrative Support Workers are to respond to customer problems or complaints, explain regulations, policies, or procedures, supervise clerical or administrative personnel, train personnel. In general, for the First-Line Supervisors of Office and Administrative Support Workers, coordination, social Perceptiveness, monitoring, speaking and other 17 skills are required.
First-Line Supervisors of Office and Administrative Support Workers Job Description
EducationMost occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree.
Related ExperiencePrevious 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 TrainingEmployees 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.
ExampleThese 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.
The following chart shows the education/training levels for First-Line Supervisors of Office and Administrative Support Workers jobs. 23.18% of First-Line Supervisors of Office and Administrative Support Workers have High School Diploma (or the equivalent) and 0.62% of First-Line Supervisors of Office and Administrative Support Workers have Post-Secondary Certificate.
Less than a High School Diploma
0.00%
High School Diploma (or the equivalent)
23.18%
Post-Secondary Certificate
0.62%
Some College Courses
20.03%
Associate's Degree (or other 2-year degree)
9.62%
Bachelor's Degree and Above
46.55%

Tasks and Work Activities of First-Line Supervisors of Office and Administrative Support Workers

  • Resolve customer complaints or answer customers' questions regarding policies and procedures.
  • Supervise the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems.
  • Provide employees with guidance in handling difficult or complex problems or in resolving escalated complaints or disputes.
  • Implement corporate or departmental policies, procedures, and service standards in conjunction with management.
  • Discuss job performance problems with employees to identify causes and issues and to work on resolving problems.
  • Train or instruct employees in job duties or company policies or arrange for training to be provided.
  • Evaluate employees' job performance and conformance to regulations and recommend appropriate personnel action.
  • Review records or reports pertaining to activities such as production, payroll, or shipping to verify details, monitor work activities, or evaluate performance.
  • Recruit, interview, and select employees.
  • Interpret and communicate work procedures and company policies to staff.
  • Prepare and issue work schedules, deadlines, and duty assignments for office or administrative staff.
  • Maintain records pertaining to inventory, personnel, orders, supplies, or machine maintenance.
  • Compute figures such as balances, totals, or commissions.
  • Research, compile, and prepare reports, manuals, correspondence, or other information required by management or governmental agencies.
  • Coordinate activities with other supervisory personnel or with other work units or departments.
  • Analyze financial activities of establishments or departments and provide input into budget planning and preparation processes.
  • Develop or update procedures, policies, or standards.
  • Make recommendations to management concerning such issues as staffing decisions or procedural changes.
  • Consult with managers or other personnel to resolve problems in areas such as equipment performance, output quality, or work schedules.
  • Participate in the work of subordinates to facilitate productivity or to overcome difficult aspects of work.
  • Interacting With ComputersUsing computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
  • Getting InformationObserving, receiving, and otherwise obtaining information from all relevant sources.
  • Making Decisions and Solving ProblemsAnalyzing information and evaluating results to choose the best solution and solve problems.
  • Processing InformationCompiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
  • Communicating with Supervisors, Peers, or SubordinatesProviding information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
  • Analyzing Data or InformationIdentifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
  • Documenting/Recording InformationEntering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
  • Coaching and Developing OthersIdentifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
  • Evaluating Information to Determine Compliance with StandardsUsing relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
  • Identifying Objects, Actions, and EventsIdentifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
  • Respond to customer problems or complaints.
  • Explain regulations, policies, or procedures.
  • Supervise clerical or administrative personnel.
  • Train personnel.
  • Develop organizational policies or programs.
  • Examine documents to verify adherence to requirements.
  • Administer personnel recruitment or hiring activities.
  • Prepare employee work schedules.
  • Record personnel information.
  • Maintain inventory records.
  • Calculate financial data.
  • Prepare research or technical reports.
  • Compile data or documentation.
  • Coordinate operational activities.
  • Analyze financial information.
  • Provide information to coworkers.
  • Confer with coworkers to coordinate work activities.
  • Monitor inventories of products or materials.
  • Report maintenance or equipment problems to appropriate personnel.
  • Maintain current knowledge related to work activities.

Skills and Abilities for First-Line Supervisors of Office and Administrative Support Workers

  • CoordinationAdjusting actions in relation to others' actions.
  • Social PerceptivenessBeing aware of others' reactions and understanding why they react as they do.
  • MonitoringMonitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • SpeakingTalking to others to convey information effectively.
  • Active ListeningGiving 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 ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Critical ThinkingUsing logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Management of Personnel ResourcesMotivating, developing, and directing people as they work, identifying the best people for the job.
  • Time ManagementManaging one's own time and the time of others.
  • Active LearningUnderstanding the implications of new information for both current and future problem-solving and decision-making.
  • Judgment and Decision MakingConsidering the relative costs and benefits of potential actions to choose the most appropriate one.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • InstructingTeaching others how to do something.
  • PersuasionPersuading others to change their minds or behavior.
  • Learning StrategiesSelecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
  • Service OrientationActively looking for ways to help people.
  • NegotiationBringing others together and trying to reconcile differences.
  • Complex Problem SolvingIdentifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
  • Systems EvaluationIdentifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.
  • Systems AnalysisDetermining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
  • Oral ComprehensionThe ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Oral ExpressionThe ability to communicate information and ideas in speaking so others will understand.
  • Written ComprehensionThe ability to read and understand information and ideas presented in writing.
  • Speech ClarityThe ability to speak clearly so others can understand you.
  • Written ExpressionThe ability to communicate information and ideas in writing so others will understand.
  • Speech RecognitionThe ability to identify and understand the speech of another person.
  • Problem SensitivityThe 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.
  • Information OrderingThe 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).
  • Deductive ReasoningThe ability to apply general rules to specific problems to produce answers that make sense.
  • Inductive ReasoningThe ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  • Near VisionThe ability to see details at close range (within a few feet of the observer).
  • OriginalityThe ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
  • Fluency of IdeasThe ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
  • Category FlexibilityThe ability to generate or use different sets of rules for combining or grouping things in different ways.
  • Selective AttentionThe ability to concentrate on a task over a period of time without being distracted.
  • Desktop calculatore.g. 10-key calculators
  • Scannerse.g. Computer data input scanners
  • Laser printerse.g. Computer laser printers
  • Desktop computerse.g. Desktop computers
  • Notebook computerse.g. Laptop computers
  • Laser fax machinee.g. Laser facsimile machines
  • Liquid crystal display projectore.g. Liquid crystal display LCD projectors
  • Special purpose telephonese.g. Multi-line telephone systems
  • Personal computerse.g. Personal computers
  • Photocopierse.g. Photocopiers
  • Photocopierse.g. Photocopying equipment
  • Postal scalese.g. Postal scales
  • Scannerse.g. Scanners
  • Voice mail systemse.g. Voice mail systems
  • Administration and ManagementKnowledge 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 ServiceKnowledge 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 LanguageKnowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • ClericalKnowledge 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 ElectronicsKnowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • Personnel and Human ResourcesKnowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
  • Economics and AccountingKnowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.