An Administrative Analyst is a professional who completes general administrative duties such as assisting with the preparation of documents and spreadsheets and performing financial calculations. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Administrative Analysts.

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Main Responsibilities of Administrative Analyst

The following list describes the typical responsibilities of an Administrative Analyst:

Aid in

Aid in the development and management of a new time-keeping and project administrative software.

Amend

Amend central database system in line with business needs.

Analyse

Analyse process and system requests and needs.

Analyze

• Analyze and detect sales trends from current database of information.

• Analyze problems using business experience, knowledge and creativity to solve complex issues.

• Analyze spreadsheets and databases for department.

Answer

Answer phone calls in a prompt and courteous manner and respond to all voicemails.

Approve

Approve SAP and other system access requests.

Archive

Archive all daily, weekly, and monthly reports.

Assemble

Assemble quarterly binders for business unit teams and senior management.

Assist

• Assist in the development of customer profitability models.

• Assist the chair with development and management of department / division budgets.

• Assist with project implementation and completion.

• Assist with the preparation of documents, spreadsheets and presentations.

Audit

Audit / quality check of detailed financial calculations and written reports.

Collaborate

Collaborate with peers and co-workers to manage workflows to meet monthly targets.

Collect

Collect, organize and prepare documents for release, as instructed.

Communicate

• Communicate and collaborates closely and continuously with the Credit Supervisor.

• Communicate to a variety of industry personnel via phone and e-mail.

• Communicate with plan administrators or plan members as required.

Complete

Complete general administrative duties as required.

Conduct

• Conduct department / division-level orientation and routine training.

• Conduct research projects for department using the internet and other related resources.

Consult

Consult with supervisor regarding time and attendance discrepancies.

Coordinate

• Coordinate and send responses to informal requests submitted through the Open Government portal.

• Coordinate department / division meetings, prepares agendas and minutes.

• Coordinate with wholly-owned subsidiaries for requests, breaches and reporting requirements.

Create

• Create and maintains meeting documentation in electronic and / or paper files.

• Create collection codes and KIT masters as necessary.

• Create program sheets for new product and enter masters in Storis.

• Create strong morale and spirit in his / her team.

Develop

• Develop and maintains positive relationships with coworkers, patients and visitors.

• Develop shift and on-call work schedules.

Discharge

• Discharge papers must list and Honorable Discharge Status.

• Discharge papers not listing an Honorable Discharge Status are not acceptable.

Ensure

• Ensure all transactions for week and month end are processed.

• Ensure our Sales Professionals receive world class service.

• Ensure staff are trained to use systems / applications relevant to job functions.

• Ensure the creation of case management folders as well as Repstor repositories for all new requests.

Enter

Enter and post client invoices accurately and with attention to details.

Establish

Establish and maintain shoot sheets.

Evaluate

Evaluate competency on an on-going basis.

File

File acknowledgements and program sheets.

Gather

Gather Photo ID's and save in process PO acknowledgements.

Identify

Identify inaccuracies in data and make recommendations to remedy errors.

Interpret

Interpret policies and procedures in order to resolve Group Administrator Portal challenges.

Keep

Keep Buying share drive organized, load images into Storis.

Maintain

• Maintain and update spreadsheets.

• Maintain Buyer Assortment book and open PO summary.

• Maintain current line up and pricing on website.

• Maintain master copy of program sheets.

• Maintain master files, including Phot ID's, Ad copy and dimensions.

• Maintain purchasing and payment records in electronic and / or paper files.

Make

Make travel arrangements including sourcing airfares / hotels / car rentals for the best price.

Manage

• Manage and / or participates in special projects.

• Manage and update docket / calendar entries for active cases.

• Manage a portfolio of accounts with one or more major accounts, identified as strategic to the company.

• Manage customer data changes as requested by Sales Professionals.

• Manage e-commerce product database and customer.

• Manage sales data collection, be a point of contact for questions from several departments.

• Manage, update and attribute system access profiles.

• Manage travel arrangements for Managing Director.

Monitor

Monitor shared mailbox and flag important items to the team.

Participate

Participate and contribute to ad-hoc team initiatives.

Perform

• Perform administrative tasks with high speed and accuracy.

• Perform any other related task requested by the immediate supervisor.

• Perform other duties as assigned.

Prepare

• Prepare and distribute scheduled reports.

• Prepare and send Insurance coverage mail outs including coverage details both on paper and digitally.

Process

• Process Coop for floor sample agreements.

• Process standard project documentation including insurance certificates, WSIB reports and others.

Produce

• Produce and distribute invoice / billing reports to Managing Director.

• Produce group-specific marketing material, including descriptions of services provided.

Provide

• Provide analysis of reports and make amendments as required.

• Provide analysis on moderate to complex analytical projects.

• Provide trouble-shooting skills as support for Sales Professionals and Call Centre agents.

• Provide work direction and training to junior staff.

Report

Report requirement gathering.

Run

Run advertising results and update master calendar.

Scan

Scan, file and organize accounting records for easy access.

Send

Send invoices to clients and follow-up with collections matters.

Support

• Support Corporate Initiatives as required.

• Support front line customer service team members with administrative processes and requests.

• Support new hire process including confirmation of system access and workspace setup.

• Support preparation and management of department budgets and forecasts.

• Support sales and commercial team in business cases development.

Track

Track the vacancy status of positions assigned to the department.

Train

Train immediate peers with appropriate level of experience.

Troubleshoot

Troubleshoot payment / benefit time errors with payroll department.

Update

• Update and distribute buyers' markdown list / s to merchandising managers.

• Update contract templates as instructed by lawyers and post them to the appropriate repositories.

• Update Training Calendar for Store and track floor sample PO's.

Verify

Verify and validate requests for adjustments and credits made by other departments.

Work with

Work with Information Technology department to troubleshoot system and / or application problems.

Write

Write training plans and keeps user guides up to date.

Most In-demand Hard Skills

The following list describes the most required technical skills of an Administrative Analyst:

1. MS Excel

2. MS Word

3. MS Outlook

4. Electronic Mail

5. MS Windows

6. MS Powerpoint

7. Administration

8. Customer Service

Most In-demand Soft Skills

The following list describes the most required soft skills of an Administrative Analyst:

• Written and oral communication skills

• Organizational capacity

• Analytical ability

• Attention to detail

• Critical thinker

• Multi-task

• Problem-solving attitude

• Bilingualism