Job Responsibilities
I am responsible for several tasks to keep my department
working smoothly. My regular daily tasks include the following.
I usually spend 30 minutes each day to stock, organize, and tidy
the break room. (I also order supplies as needed.) I spend
about 15 minutes each morning taking data from one specific
spreadsheet to generate and populate other spreadsheets. Usually
about 15 minutes per day is spent sorting and distributing mail.
On a weekly basis, I spend about 3-5 hours per week
checking, managing, and processing timecards for all the
different types of employees. There are different timecard
processes for employees based on the agency through which they
were hired and the type of work they do. Some employees must
complete a physical timecard. I collect, check, keep records,
and process those physical timecards. Regardless of any physical
timecards, all employees are required to fill out a timecard on
the computer. I check that they have been completed. I also
answer any questions that employees have about any of the
timecard processes, and act as a liason between employees and the
different timecard recipients.
On an ongoing basis, I keep inventories of certain supplies,
answer questions, and request certain supplies and services for
my fellow employees. In so doing, I do a lot of research and
create many files in many different programs. So if I am not the
person to handle the issue presented to me, I find out who is and
resolve the issue through that person or redirect the person with
the issue. Likewise, if I don't know the answer to a question, I
search until I find it. To facilitate answers to questions, I
have several handouts and instruction sheets for the more common
processes and procedures. I create what we do not have and I
update them as changes occur.
The rest of my day is spent tending to the pressing task of the
moment. I make travel arrangements including airfare, lodging,
and rental cars. I create and populate reports for whatever the
managers need. Sometimes as part of a group and sometimes by
myself, I research company processes that are new or have grown
to where previous handling has become too vague to satisfy
current need. After researching the process, I organize a
written procedure that is more defined and has a better
functionality than what we had before.
So, my main purpose is to facilitate the smooth function and
growth of my department. I get people what they need when they
need it and answer their questions. Finally, I simplify
instructions and processes with more detail and make them more
easily accessible to the employees who need them. I am the "goto
girl."
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Job Requirements
I think having an education is paramount for any type of
administrative position. If you are just starting college and
would like a career in this field, may I suggest the following
courses. (These are courses that I have either taken or wish I
had taken.)
First, take computer classes. When applying for jobs in
this field, you will see that most employers are looking for
people who can use Microsoft Office applications. The most basic
I have found are seeking those who can use Outlook (or Exchange),
Excel, and Word. I have even been tested by some companies as to
how well I could use Excel. Other useful programs include
PowerPoint, Visio, Access. various database programs, and
accounting software. The more you know how to use and the more
fluent you are, the more efficient and desirable you will be.
Also, the more you know, the easier it is to learn and use
whatever the company is using even if you have never seen it
before.
Don't forget the basics. This may seem trivial, but good
vocabulary and spelling skills are important. Often those to
whom much must be explained are separated from those who
understand. Being able to understand and spell correctly add to
how reliabile and competent others find you to be. If you have
these things at your disposal, your employer will see you as the
rock on whom he or she can lean when he or she is unsure of his
or her own abilities. You will make him or her look good.
Typing is another basic quality that must not be
overlooked. If you are slow at typing, or fumble with fewer than
ten fingers on the keyboard, it gives the air that you lack
familiarity with the computer and therefore with your job.
Typing faster will also enable you to be more efficient.
Although mathematics in general is always good, I would like
to encourage an accounting class or two. I think every business
deals with money, costs, assets, and profits at some point. If
you have basic accounting skills, your ability to accurately
create reports, spreadsheets, charts, and the like will increase
your productivity and the profitability of the company.
If you are inclined to it, I would like to suggest taking up
a foreign language. Many companies do business in other
countries these days. What language would be best? I think that
would depend on the company or type of company you desire to
impress.
These are just some of the classes I have taken or really
wish I had taken. Hindsight is 20/20. I think the best way to
find out how to customize your education to be most beneficial
for you would be to find someone who has the job you desire and
interview that person. Find out what subjects have been helpful,
what experiences have been (or would have been) the most
beneficial, what mistakes he or she has made, and how he or she
triumphed in spite of those mistakes. Reading surveys like these
are an excellent start. The information you find here can help
you prepare intelligent questions to use when you interview
someone face to face. If you ask good informed questions, the
interviewee will know that you are truly interested, willing to
put forth the effort to pursue this career, and not wasting his
or her time.
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Uppers
Many people depend on me. When I come through for them, they call me an angel.
I really can help people and make their jobs and lives easier and better. I
really feel that I am making a difference (it may be small, but I am making
things better). People are happy to see me because they know that whatever their
problems or needs, I will help them. I am a helper by nature, and in this type
of position, I can be what I am. I am needed.
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Downers
The worst part of the job is that sometimes others are not as
considerate as I think they should be. They may make a mess that
I have to clean. Sometimes they take something and do not let me
know. When they try to do something themselves and do it
incorrectly, I am the one who has to fix it, send out emails
about proper procedure, and make the instructions and hand outs
even clearer and simpler. I really do not mind if they need to
ask me something over and over. I am willing to sit with them
until they get it.
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Lifestyle
The position is that of a professional. The dress, manerisms, and language
should be professional at all times. You never know what a client will see. It
is good to assume that the client and your boss can see everything.
I do not entertain clients and there is little to no traveling involved for
me. Nonetheless, there are frequently clients and visitors in the office.
Sometimes it is difficult to know who is a client and who is not, so greeting
each stranger with a smile and a friendly offer of assistance is paramount. (You
never know, the person could even be your boss' boss or the C.E.O.)
Other good qualities will make your employer inclined to trust you.
Punctuality and the willingness to stay late, for instance, tell your employer
that you are dependable. Tidiness and organization give the air of control over
the situation. Being prepared is always a plus. Attention to detail will
instill confidence in your abilities as your employer will not have to worry
about tiny mistakes that could cost the company. Finally, many a sour situation
has been defused by a positive attitude, an active enthusiasm, a smile, or honest
effort.
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Compensation
There are benefits to this position. As with many companies,
health insurance, 401K, paid time off, and the possibility for
advancement are present. However, this company also offers
dental and vision insurance as well as life insurance. Employees
are eligible for discounts on company products. The company has
also made arragements so that employees are eligible for
discounts with other businesses. Sometimes the company will
provide breakfast or lunch, and the company always provides
coffee, tea, cocoa, and soft drinks for the employees in my
department.
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Advice to Jobseekers
I think that as long as employees have questions and as long as
companies grow, there will be a need for administrators. They
keep each process in the company running smoothly. They free up
managers to concentrate more on growth and managing the bigger
things, while taking care of all the little things.
Administrators are the people behind the scenes that keep the
blood flowing through the company.
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