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First-Line Supervisors of Office and Administrative Support Workers

Directly supervise and coordinate the activities of clerical and administrative support workers.

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    Work Activities

    Work Activities

    • Research, compile, and prepare reports, manuals, correspondence, or other information required by management or governmental agencies.
    • Maintain records pertaining to inventory, personnel, orders, supplies, or machine maintenance.
    • Keep informed of provisions of labor-management agreements and their effects on departmental operations.
    • Review records or reports pertaining to activities such as production, payroll, or shipping to verify details, monitor work activities, or evaluate performance.
    • Train or instruct employees in job duties or company policies or arrange for training to be provided.
    • Coordinate activities with other supervisory personnel or with other work units or departments.
    • Monitor inventory levels and requisition or purchase supplies as needed.
    • 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.
    • Research, compile, and prepare reports, manuals, correspondence, or other information required by management or governmental agencies.
    • Design, implement, or evaluate staff training and development programs, customer service initiatives, or performance measurement criteria.
    • Provide employees with guidance in handling difficult or complex problems or in resolving escalated complaints or disputes.
    • Evaluate employees' job performance and conformance to regulations and recommend appropriate personnel action.
    • Resolve customer complaints or answer customers' questions regarding policies and procedures.
    • Implement corporate or departmental policies, procedures, and service standards in conjunction with management.
    • Discuss work problems or grievances with union representatives.
    • Maintain records pertaining to inventory, personnel, orders, supplies, or machine maintenance.
    • Plan layouts of stockrooms, warehouses, or other storage areas, considering turnover, size, weight, or related factors pertaining to items stored.
    • Coordinate or perform activities associated with shipping, receiving, distribution, or transportation.
    • Analyze financial activities of establishments or departments and provide input into budget planning and preparation processes.
    • Make recommendations to management concerning such issues as staffing decisions or procedural changes.
    • Develop or update procedures, policies, or standards.
    • Recruit, interview, and select employees.
    • 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.
    • Prepare and issue work schedules, deadlines, and duty assignments for office or administrative staff.
    • Arrange for necessary maintenance or repair work.
    • Discuss job performance problems with employees to identify causes and issues and to work on resolving problems.
    • Develop work schedules according to budgets and workloads.
    • Plan for or coordinate office services, such as equipment or supply acquisition or organization, disposal of assets, relocation, parking, maintenance, or security services.
    • Interpret and communicate work procedures and company policies to staff.
    • Compute figures such as balances, totals, or commissions.

    Skills

    • Management of Financial Resources

      Making spending decisions and keeping track of what is spent.

    • Technology Design

      Making equipment and technology useful for customers.

    • Judgment and Decision Making

      Thinking about the pros and cons of different options and picking the best one.

    • Management of Material Resources

      Managing equipment and materials.

    • Programming

      Writing computer programs.

    • Troubleshooting

      Figuring out what is causing equipment, machines, wiring, or computer programs to not work.

    • Systems Analysis

      Figuring out how a system should work and how changes in the future will affect it.

    • Active Listening

      Listening to others, not interrupting, and asking good questions.

    • Mathematics

      Using math to solve problems.

    • Critical Thinking

      Thinking about the pros and cons of different ways to solve a problem.

    • Reading Comprehension

      Reading work-related information.

    • Speaking

      Talking to others.

    • Learning Strategies

      Using the best training or teaching strategies for learning new things.

    • Operations Analysis

      Figuring out what a product or service needs to be able to do.

    • Operations Monitoring

      Watching gauges, dials, or display screens to make sure a machine is working.

    • Quality Control Analysis

      Testing how well a product or service works.

    • Negotiation

      Bringing people together to solve differences.

    • Operation and Control

      Using equipment or systems.

    • Complex Problem Solving

      Noticing a problem and figuring out the best way to solve it.

    • Time Management

      Managing your time and the time of other people.

    • Installation

      Installing equipment, machines, wiring, or computer programs.

    • Systems Evaluation

      Measuring how well a system is working and how to improve it.

    • Equipment Selection

      Deciding what kind of tools and equipment are needed to do a job.

    • Equipment Maintenance

      Planning and doing the basic maintenance on equipment.

    • Persuasion

      Talking people into changing their minds or their behavior.

    • Coordination

      Changing what is done based on other people's actions.

    • Repairing

      Repairing machines or systems using the right tools.

    • Social Perceptiveness

      Understanding people's reactions.

    • Service Orientation

      Looking for ways to help people.

    • Instructing

      Teaching people how to do something.

    • Management of Personnel Resources

      Selecting and managing the best workers for a job.

    • Writing

      Writing things for co-workers or customers.

    • Science

      Using scientific rules and strategies to solve problems.

    • Active Learning

      Figuring out how to use new ideas or things.

    • Monitoring

      Keeping track of how well people and/or groups are doing in order to make improvements.

    WorkKeys®

    Applied Math
    4
    Workplace Documents
    5
    Graphic Literacy
    4

    Abilities

    • Rate Control

      Changing when and how fast you move based on how something else is moving.

    • Speed of Limb Movement

      Quickly moving your arms and legs.

    • Multilimb Coordination

      Using your arms and/or legs together while sitting, standing, or lying down.

    • Dynamic Strength

      Exercising for a long time without your muscles getting tired.

    • Oral Expression

      Communicating by speaking.

    • Oral Comprehension

      Listening and understanding what people say.

    • Fluency of Ideas

      Coming up with lots of ideas.

    • Originality

      Creating new and original ideas.

    • Visual Color Discrimination

      Noticing the difference between colors, including shades and brightness.

    • Peripheral Vision

      Seeing something to your side when your are looking ahead.

    • Glare Sensitivity

      Seeing something even if there is a glare or very bright light.

    • Auditory Attention

      Paying attention to one sound while there are other distracting sounds.

    • Memorization

      Remembering words, numbers, pictures, or steps.

    • Visualization

      Imagining how something will look after it is moved around or changed.

    • Number Facility

      Adding, subtracting, multiplying, or dividing.

    • Category Flexibility

      Grouping things in different ways.

    • Flexibility of Closure

      Seeing hidden patterns.

    • Mathematical Reasoning

      Choosing the right type of math to solve a problem.

    • Dynamic Flexibility

      Quickly and repeatedly bending, stretching, twisting, or reaching out with your body, arms, and/or legs.

    • Trunk Strength

      Using your lower back and stomach.

    • Hearing Sensitivity

      Telling the difference between sounds.

    • Depth Perception

      Deciding which thing is closer or farther away from you, or deciding how far away it is from you.

    • Deductive Reasoning

      Using rules to solve problems.

    • Spatial Orientation

      Knowing where things are around you.

    • Problem Sensitivity

      Noticing when problems happen.

    • Perceptual Speed

      Quickly comparing groups of letters, numbers, pictures, or other things.

    • Static Strength

      Lifting, pushing, pulling, or carrying.

    • Stamina

      Exercising for a long time without getting out of breath.

    • Explosive Strength

      Jumping, sprinting, or throwing something.

    • Inductive Reasoning

      Making general rules or coming up with answers from lots of detailed information.

    • Information Ordering

      Ordering or arranging things.

    • Speech Clarity

      Speaking clearly.

    • Sound Localization

      Noticing the direction that a sound came from.

    • Night Vision

      Seeing at night or under low light.

    • Speech Recognition

      Recognizing spoken words.

    • Selective Attention

      Paying attention to something without being distracted.

    • Time Sharing

      Doing two or more things at the same time.

    • Gross Body Equilibrium

      Keeping your balance or staying upright.

    • Gross Body Coordination

      Moving your arms, legs, and mid-section together while your whole body is moving.

    • Far Vision

      Seeing details that are far away.

    • Near Vision

      Seeing details up close.

    • Finger Dexterity

      Putting together small parts with your fingers.

    • Manual Dexterity

      Holding or moving items with your hands.

    • Response Orientation

      Quickly deciding if you should move your hand, foot, or other body part.

    • Control Precision

      Quickly changing the controls of a machine, car, truck or boat.

    • Reaction Time

      Quickly moving your hand, finger, or foot based on a sound, light, picture or other command.

    • Extent Flexibility

      Bending, stretching, twisting, or reaching with your body, arms, and/or legs.

    • Arm-Hand Steadiness

      Keeping your arm or hand steady.

    • Wrist-Finger Speed

      Making fast, simple, repeated movements of your fingers, hands, and wrists.

    • Speed of Closure

      Quickly knowing what you are looking at.

    • Written Expression

      Communicating by writing.

    • Written Comprehension

      Reading and understanding what is written.

    Knowledge

    • Law and Government

      Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

    • Communications and Media

      Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.

    • Fine Arts

      Knowledge of the theory and techniques required to compose, produce, and perform works of music, dance, visual arts, drama, and sculpture.

    • Geography

      Knowledge of principles and methods for describing the features of land, sea, and air masses, including their physical characteristics, locations, interrelationships, and distribution of plant, animal, and human life.

    • 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.

    • Administrative

      Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.

    • 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.

    • Chemistry

      Knowledge of the chemical composition, structure, and properties of substances and of the chemical processes and transformations that they undergo. This includes uses of chemicals and their interactions, danger signs, production techniques, and disposal methods.

    • Medicine and Dentistry

      Knowledge of the information and techniques needed to diagnose and treat human injuries, diseases, and deformities. This includes symptoms, treatment alternatives, drug properties and interactions, and preventive health-care measures.

    • Food Production

      Knowledge of techniques and equipment for planting, growing, and harvesting food products (both plant and animal) for consumption, including storage/handling techniques.

    • Computers and Electronics

      Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

    • Design

      Knowledge of design techniques, tools, and principles involved in production of precision technical plans, blueprints, drawings, and models.

    • Building and Construction

      Knowledge of materials, methods, and the tools involved in the construction or repair of houses, buildings, or other structures such as highways and roads.

    • Mechanical

      Knowledge of machines and tools, including their designs, uses, repair, and maintenance.

    • Mathematics

      Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

    • Physics

      Knowledge and prediction of physical principles, laws, their interrelationships, and applications to understanding fluid, material, and atmospheric dynamics, and mechanical, electrical, atomic and sub-atomic structures and processes.

    • Biology

      Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.

    • Psychology

      Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.

    • Foreign Language

      Knowledge of the structure and content of a foreign (non-English) language including the meaning and spelling of words, rules of composition and grammar, and pronunciation.

    • Therapy and Counseling

      Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance.

    • Transportation

      Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.

    • Public Safety and Security

      Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.

    • Engineering and Technology

      Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.

    • 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.

    • Production and Processing

      Knowledge of raw materials, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.

    • Economics and Accounting

      Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.

    • Philosophy and Theology

      Knowledge of different philosophical systems and religions. This includes their basic principles, values, ethics, ways of thinking, customs, practices, and their impact on human culture.

    • Telecommunications

      Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.

    • History and Archeology

      Knowledge of historical events and their causes, indicators, and effects on civilizations and cultures.

    • English Language

      Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

    • Education and Training

      Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.

    • Sociology and Anthropology

      Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures, and their history and origins.

    • 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.

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    Pay

    • Ohio Annual Salary 59570/yr
    • Typical Salary
    • Ohio Hourly Wage 28.64/hr
    • Typical Hourly Wage

    Ohio Employment Trends

    • Currently Employed 44,830
    • Yearly Projected Openings 4320

    Typical Education

    Personality

    Enterprising: People interested in this work like activities that include leading, making decisions, and business.They do well at jobs that need:
    • Integrity
    • Dependability
    • Leadership
    • Self Control
    • Attention to Detail
    • Concern for Others

    Tools

    • Desktop calculator
    • Desktop computers
    • Laser fax machine
    • Laser printers
    • Liquid crystal display projector
    • Notebook computers
    • Personal computers
    • Photocopiers
    • Postal scales
    • Scanners
    • Special purpose telephones
    • Voice mail systems

    Technology

    • Access software
    • Accounting software
    • Analytical or scientific software
    • Business intelligence and data analysis software
    • Calendar and scheduling software
    • Cloud-based data access and sharing software
    • Communications server software
    • Computer based training software
    • Customer relationship management CRM software
    • Data base reporting software
    • Data base user interface and query software
    • Desktop publishing software
    • Document management software
    • Electronic mail software
    • Enterprise resource planning ERP software
    • Financial analysis software
    • Graphics or photo imaging software
    • Human resources software
    • Information retrieval or search software
    • Instant messaging software
    • Internet browser software
    • Medical software
    • Multi-media educational software
    • Office suite software
    • Operating system software
    • Presentation software
    • Process mapping and design software
    • Project management software
    • Spreadsheet software
    • Time accounting software
    • Transaction security and virus protection software
    • Video conferencing software
    • Video creation and editing software
    • Web page creation and editing software
    • Word processing software

    Tags

    • InDemand occupations are considered a priority by the state of Ohio.

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