First-Line Supervisors/Managers of Office and Administrative Support Workers

Supervise and coordinate the activities of clerical and administrative support workers.

tasks jobzones knowledge skills abilities work_activities work_context interests work_styles work_values

Tasks

• Plan layouts of stockrooms, warehouses, or other storage areas, considering turnover, size, weight, and related factors pertaining to items stored.

• Coordinate or perform activities associated with shipping, receiving, distribution, and transportation.

• Monitor inventory levels, and requisition or purchase supplies as needed.

• Keep informed of provisions of labor-management agreements and their effects on departmental operations.

• Arrange for necessary maintenance and repair work.

• Plan for and coordinate office services such as equipment and supply acquisition and organization, disposal of assets, relocation, parking, maintenance, and security services.

• Discuss work problems or grievances with union representatives.

• Develop work schedules according to budgets and workloads.

• Design, implement, and evaluate staff training and development programs, customer service initiatives, and performance measurement criteria.

• Participate in the work of subordinates in order to facilitate productivity or to overcome difficult aspects of work.

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Job Zone

• Name: Job Zone Three: Medium Preparation Needed

• Experience: Previous 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.

• Education: Most occupations in this zone require training in vocational schools, related on-the-job experience, or an associate's degree. Some may require a bachelor's degree.

• Job training: Employees in these occupations usually need one or two years of training involving both on-the-job experience and informal training with experienced workers.

• Examples: These occupations usually involve using communication and organizational skills to coordinate, supervise, manage, or train others to accomplish goals. Examples include funeral directors, electricians, forest and conservation technicians, legal secretaries, interviewers, and insurance sales agents.

• Svp range: (6.0 to < 7.0)

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Knowledge

Browse Knowledge

• 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.

• 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.

• 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.

• Clerical
  Knowledge 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.

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

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

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

• 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.

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

• 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.

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Skills

Browse Skills

• Monitoring
  Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

• Active Listening
  Giving 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.

• Speaking
  Talking to others to convey information effectively.

• Management of Personnel Resources
  Motivating, developing, and directing people as they work, identifying the best people for the job.

• Critical Thinking
  Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

• Reading Comprehension
  Understanding written sentences and paragraphs in work related documents.

• Judgment and Decision Making
  Considering the relative costs and benefits of potential actions to choose the most appropriate one.

• Instructing
  Teaching others how to do something.

• Learning Strategies
  Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.

• Time Management
  Managing one's own time and the time of others.

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Abilities

Browse Abilities

• Oral Expression
  The ability to communicate information and ideas in speaking so others will understand.

• Written Expression
  The ability to communicate information and ideas in writing so others will understand.

• Oral Comprehension
  The ability to listen to and understand information and ideas presented through spoken words and sentences.

• Written Comprehension
  The ability to read and understand information and ideas presented in writing.

• Near Vision
  The ability to see details at close range (within a few feet of the observer).

• Memorization
  The ability to remember information such as words, numbers, pictures, and procedures.

• Number Facility
  The ability to add, subtract, multiply, or divide quickly and correctly.

• Speech Clarity
  The ability to speak clearly so others can understand you.

• Information Ordering
  The 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).

• Mathematical Reasoning
  The ability to choose the right mathematical methods or formulas to solve a problem.

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Work Activities

Browse Work Activities

• Organizing, Planning, and Prioritizing Work
  Developing specific goals and plans to prioritize, organize, and accomplish your work.

• Establishing and Maintaining Interpersonal Relationships
  Developing constructive and cooperative working relationships with others, and maintaining them over time.

• Communicating with Supervisors, Peers, or Subordinates
  Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

• Guiding, Directing, and Motivating Subordinates
  Providing guidance and direction to subordinates, including setting performance standards and monitoring performance.

• Resolving Conflicts and Negotiating with Others
  Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

• Getting Information
  Observing, receiving, and otherwise obtaining information from all relevant sources.

• Coaching and Developing Others
  Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.

• Updating and Using Relevant Knowledge
  Keeping up-to-date technically and applying new knowledge to your job.

• Coordinating the Work and Activities of Others
  Getting members of a group to work together to accomplish tasks.

• Communicating with Persons Outside Organization
  Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

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Work Context

• Telephone
  How often do you have telephone conversations in this job?

• Electronic Mail
  How often do you use electronic mail in this job?

• Face-to-Face Discussions
  How often do you have to have face-to-face discussions with individuals or teams in this job?

• Contact With Others
  How much does this job require the worker to be in contact with others (face-to-face, by telephone, or otherwise) in order to perform it?

• Work With Work Group or Team
  How important is it to work with others in a group or team in this job?

• Structured versus Unstructured Work
  To what extent is this job structured for the worker, rather than allowing the worker to determine tasks, priorities, and goals?

• Freedom to Make Decisions
  How much decision making freedom, without supervision, does the job offer?

• Deal With External Customers
  How important is it to work with external customers or the public in this job?

• Responsibility for Outcomes and Results
  How responsible is the worker for work outcomes and results of other workers?

• Importance of Being Exact or Accurate
  How important is being very exact or highly accurate in performing this job?

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Interests

Browse Interests

• Enterprising
  Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.

• Conventional
  Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.

• Social
  Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.

• Realistic
  Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.

• Artistic
  Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.

• Investigative
  Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally.

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Work Styles

• Dependability
  Job requires being reliable, responsible, and dependable, and fulfilling obligations.

• Integrity
  Job requires being honest and ethical.

• Attention to Detail
  Job requires being careful about detail and thorough in completing work tasks.

• Cooperation
  Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

• Stress Tolerance
  Job requires accepting criticism and dealing calmly and effectively with high stress situations.

• Initiative
  Job requires a willingness to take on responsibilities and challenges.

• Concern for Others
  Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

• Leadership
  Job requires a willingness to lead, take charge, and offer opinions and direction.

• Self Control
  Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.

• Independence
  Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.

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Work Values

Browse Work Values

• Authority
  Workers on this job give directions and instructions to others.

• Autonomy
  Workers on this job plan their work with little supervision.

• Activity
  Workers on this job are busy all the time.

• Working Conditions
  Workers on this job have good working conditions.

• Responsibility
  Workers on this job make decisions on their own.

• Independence-Mean Extent
  Occupations that satisfy this work value allow employs to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.

• Achievement
  Workers on this job get a feeling of accomplishment.

• Achievement-Mean Extent
  Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.

• Ability Utilization
  Workers on this job make use of their individual abilities.

• Security
  Workers on this job have steady employment.

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