Main Responsibilities and Required Skills for Administrative Officer
An Administrative Officer is responsible for providing administrative support and coordinating office and departmental operations. They perform accounting tasks and prepare administrative documents. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Administrative Officers.
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Main Responsibilities of Administrative Officer
The following list describes the typical responsibilities of an Administrative Officer:
Accomplish
Accomplish various functions of a complex nature, requiring initiative and self-direction.
Achieve
Achieve annual goals endorsed by the Mayor and Council.
Administer
Administer the purchase requests of office supplies in compliance with company policy.
Advise
Advise, write and edit on company-wide communications.
Analyze
Analyze & report employee leave of absence trends to employee relations / leave supervisor.
Answer
Answer all incoming telephone calls as well as greeting guests.
Answer all incoming telephone calls promptly and courteously.
Answer queries by employees and clients.
Arrange
Arrange and coordinates all business travel for the office.
Arrange travel and accommodations.
Ask
Ask people to wait in the waiting area.
Assemble
Assemble data and prepare periodic and special reports, manuals and correspondence.
Assist in / Assist with
Assist employees with outgoing telephone calls, two-way radio contacts, and pages.
Assist in compensating for the professional cleaning and restoration to their pre-loss conditions.
Assist in overseeing transportation, taking orders, and directing drivers.
Assist in the operating budget planning and maintain inventory and budgetary controls.
Assist in the preparation and verification of expense reports.
Assist in the preparation of the operating budget and maintain inventory and budgetary controls.
Assist Program Managers and ED with research requests and grant outreach.
Assist with construction of various reports.
Assist with the logistical planning and implementation of outreach events.
Assist with time and resource management tasks.
Attend
Attend Council and committee meetings as requested.
Attend and present at pre-proposal conferences, selection meetings and project kick off meetings.
Carry out
Carry out administrative activities of an establishment.
Check
Check inventory and participates in semi-annual inventory count, two Saturdays a year.
Co-lead
Co-lead with Finance management office reporting and dashboards (Management reports, MC dashboard).
Collect
Collect, analyze and report data related to performance measures.
Conduct
Conduct outreach to partner organizations, funders, and program participants (youth).
Conduct, performs and oversees staffing and hiring activities of clerical and student casuals.
Continue
Continue the development of personal leadership and management skills and abilities.
Coordinate
Coordinate communication between employees & managers during leave.
Coordinate employee engagement activities in partnership with business unit CAOs.
Coordinate employee engagement activities in partnership with business unit management.
Coordinate office and departmental operations.
Coordinate ordering of office supplies and stationery.
Coordinate project deliverable.
Coordinate return-to-work process for all FMLA & Non-FMLA leaves of absence.
Coordinate space and office organization.
Coordinate travel for College staff when required Document Control.
Create
Create and analyzes subcontracting goals for the ACDBE and CBI Programs.
Create and file work expense reports.
Delegate
Delegate work to office support staff.
Develop
Develop agendas and coordinate logistics for senior leader forums and staff meetings.
Develop and implements procedures, controls and record keeping systems for the office.
Develop and maintain communication standards and procedures.
Develop and promote a service and performance-oriented work culture throughout the Band.
Develop / implements local policies.
Develop monthly metrics to monitor and measure impact of the communication plan.
Direct
Direct the employment and effective utilization and evaluation of contractors and consultants.
Direct the preparation of the annual department business and the Band plans.
Distribute
Distribute and store correspondence (e.g. letters, emails and packages).
Distribute publication by email notification.
Distribute work in accordance with the Campus's priorities and objectives.
Draft
Draft letters and other communications documents.
Engage
Engage in regular meetings with members of the Team.
Ensure
Ensure all applicable leave laws / City policies / CMPD directives observed & applied.
Ensure that a standard process of editing is adhered to.
Ensure that operations supports department goals to meet GME standards.
Ensure that the Band maintains adequate and appropriate insurance coverage.
Ensure tidiness and cleanliness of reception and conference rooms.
Ensure timely and effective communications support the organizational vision, values and priorities.
Establish
Establish and maintain office administration database, Supplier database.
Establish and run a shared support model for Client Executive teams.
Establish work priorities and ensure procedures are followed and deadlines are met.
Evaluate
Evaluate projects and contracts for subcontracting opportunities.
Evaluate the performance of senior staff on a regular basis.
Exercise
Exercise additional powers and carry out additional duties as directed by the Mayor and Council.
Generate
Generate daily reporting and applicable reconciliation exercises for related general ledger accounts.
Get
Get things done quickly, and naturally operate with a sense of urgency.
Greet
Greet visitors and direct them to the appropriate offices.
Handle
Handle inquiries and correspondence from internal users.
Identify
Identify and participate in continuous improvement initiatives to maximize unit's effectiveness.
Implement
Implement administrative activities of organization.
Implement policy directions set by Council.
Increase
Increase the overall number of Canadians students studying / working abroad.
Interpret
Interpret administrative policies.
Keep
Keep the Mayor and Council informed of major risks facing the Band.
Maintain
Maintain a company calendar and schedule appointments.
Maintain administrative systems.
Maintain and updates all contract information for federal and city business diversity programs.
Maintain and updates Website (e.g. basic website administrative tasks).
Maintain archival copies.
Maintain calendar of important dates and deadlines to ensure compliance.
Maintain employee leave information & some ADA profile information in databases.
Maintain files and digitizes documents to shared drives as required.
Maintain internal contact list for staff and Council.
Maintain professionalism under pressure.
Maintain records, files and archives.
Maintain SharePoint posting information and monitoring to ensure information posted is kept current.
Maintain strong working relationships with the Band stakeholders and partners.
Maintain tracking sheet of Council and committee member appointment dates and end of terms.
Make
Make meeting and travel arrangements as directed from Program Manager and the ED.
Manage
Manage and Organizes Information.
Manage appointment bookings.
Manage Biomedical Engineering's parts inventory and Generic Inventory Package inventory.
Manage calendars and schedule meetings.
Manage contracting and acquisition processes.
Manage operations of Kapor Capital, including project oversight of internal and external initiatives.
Manage the calendar of the Director of Administration and the Vice-Dean and Director.
Manage the communication between the administration team and other departments of the business.
Manage the fund control points.
Match
Match and check pick-ups and deliveries.
Monitor
Monitor and evaluate the service providers' performance.
Monitor the production staff.
Optimize
Optimize current administration process or procedure, drive & initiate continual improvement.
Oversee
Oversee and co-ordinate office administrative procedures.
Oversee and coordinate office administrative procedures.
Oversee and provide the administrative services for the assigned locations.
Oversee administration processes.
Oversee scheduling for staff and contractors.
Participate
Participate in directing and administering the budget and fiscal activities for the Region.
Participate in ensuring the smooth functioning of the administrative team.
Perform
Perform accounting tasks, including invoicing and budget tracking.
Perform needs analyses and identifies appropriate training for the Administrator staff.
Perform other duties as assigned.
Perform other related duties and participate in special projects, as required.
Perform post-proposal goal compliance.
Perform site visits to ensure compliance with programs.
Post
Post jobs, events, professional development opportunities, bulletins, publications.
Post policies, guidance, Council and Committee Meetings on the website.
Prepare
Prepare administrative documents.
Prepare and check all office administration payments being accurate and reasonable.
Prepare contractor security documentation required for temporary contracted staff.
Prepare mail distribution list to affiliates.
Prepare payment requisition.
Prepare regular reports on expenses and office budgets.
Prepare reports and presentations with statistical data, as assigned.
Present
Present program information to large audiences.
Process
Process incoming and outgoing mail as required.
Provide
Provide administrative support for operations team.
Provide administrative support to all team members .
Provide administrative support to Chief Executive Officer and other team members as needed.
Provide administrative support to non-local staff for all legal paper and housing issue.
Provide administrative support to other entities as requested.
Provide advice to the Band, Council and its committees and the Band corporate organizations.
Provide any additional support as needed.
Provide graphic and technical support in the preparation of documents.
Provide project management oversight and progress reporting for business initiatives.
Provide routine reporting to the CBI office.
Provide solutions for any project-based conflicts that may arise.
Pull
Pull insights and trends in operational and credit data to understand share movements.
Purchase
Purchase and manage supplies and equipment.
Recommend
Recommend procedural changes to improve the effective functioning of the unit.
Reconcile
Reconcile credit card statements and fuel receipts.
Report
Report regularly to Council on Band services, programs, financial health and goal achievement.
Research
Research and recommend policies and policy options to Council.
Respond to
Respond to vendor telephone calls / inquiries.
Review
Review / approves vendor invoices for payment and vendor purchase card disputes.
Review, evaluate and implement new administrative procedures.
Review issues and provides advice and solutions to problems.
Review / monitors budget and assist Chief with budget requests.
Schedule
Schedule in-house and external events.
Schedule meetings and travel arrangements for senior members of the company.
Serve
Serve as subject matter expert on communication tools and applications.
Streamline
Streamline and standardize all aspects of Operations.
Supervise
Supervise support staff and ensures an effective working environment.
Support
Support and assist staff to complete admin, formalities for visa of business trips.
Support corporate events i.e. food catering.
Support executive messaging for internal and external audiences.
Support ideas for creating own source revenues and for business development.
Support partners on developing quarterly reports for fund's limited partners.
Support the Financial Officer with financial administrative tasks.
Support the team in Manufacturer partner servicing through invoicing, report creation and support.
Track
Track and log all telephone calls and emails.
Track and resolve complaints and questions from Band members and staff on a timely basis.
Track and analyze contract payment applications and achievement toward project goal(s).
Track deadlines / coordinates action items.
Train
Train users on procedures and processes, individually and using virtual tools.
Treat
Treat everyone fairly and equitably and maintain high ethical standards.
Update
Update inventory, expenses and usage report.
Update office policies as needed.
Update and maintains approved RCA (Request for Council Action) records.
Update Register as required when documents mailed and updates are done.
Update staff and Council calendars as required.
Verify
Verify the integrity of equipment inventory, purchase order and work order databases.
Work
Work cross-functionally and cross-regionally to drive initiatives.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Administrative Officer:
Financial Services
MS Office
Managing Large Scale Projects Across Multiple Locations
Process Of Accurate Pipeline Management
Business Equipment
Computer Applications
Most In-demand Soft Skills
The following list describes the most required soft skills of an Administrative Officer:
Written and oral communication skills
Interpersonal skills
Attention to detail
Organizational capacity
Bilingualism
Problem-solving attitude
Strategic thinker
Build the trust
Execute a plan
Focus on relevant facts
Motivated candidate
Personal suitability
Presentation
Prioritize key issues
Quickly assess complex problems
Respect of senior executives
Self-direct within a collaborative team environment
Work within a collaborative environment to achieve results
Flexible
Time-management
Analytical ability
Multi-task
Tight deadlines
Independence
Leadership
Initiative
Sense of professionalism
