What are the on the job functions of an office administrator?

The duties and responsibilities of an Office Administrator differ from company to company based on the nature and size of the organization and also sometimes the educational qualifications and experience of the professional. The main jobs for this professional are organization and communication. Following are some of the primary duties and responsibilities of an Office Administrator:

Duties:

• The primary duty of an Office Administrator working in organization is to assist the staff in maintaining the office database and files.
• It is the duty of the Office Administrator to manage the schedule of the employees by monitoring office operations.
• It forms the duty of the Office Administrator to prepare and maintain the financial accounts of all the suppliers.
• They are involved in the preparation of the departmental expenses by supervising every department’s administrative personnel.
• An important duty of the Office Administrator is to prepare balance sheets, income statements by assisting the annual auditing activity.

Responsibilities:

• It is the responsibility of the Office Administrator to prepare financial reports, presentations, correspondence, memorandums and proposals which are required to report to the superiors.
• The primary responsibility of this job position is to assign candidates to their job and conducting training programs through which they tend to understand their duties to the office.
• Office Administrators are also responsible for scheduling appointments and meetings for the upper level employees and executives of the organization.
• These professionals are given the responsibility to prepare and reconcile all the general ledger and bank statements.
• An important responsibility of these professionals is to develop and implement financial procedures and policies for the organization.
• They are responsible to ensure that all the data that in entered into the system is free of errors and true by verifying the information from its source.
• It is the responsibility of an Office Administrator to keep a track of the office supplies and order as when the stock comes to an end.

What is the certification and licensure given to office administrators?

• Office Administrators are not expected to hold any certifications or licensure unless they are particular about being employed to government organizations.
• Every state government demands various requirements to acquire certification and licensure for Office Administrators. Office Administrators are employed to government agencies to provide financial and general accounting services.
• To get certification, candidates have to pass a simple skill examination conducted by the state government. This examination tests the candidates on his software abilities. After passing this examination, licensure is given to the candidate and he can be employed to high-levels of ethics. This licensure stands as an assurance to the general public that this professional has been certified for the position.
• Further, acquiring a software training certificate proves as an asset to these professionals.  It increases the employment chances and also the salary range as an Office Administrator.

What is the remuneration package for an office administrator?

• The salary of an Office Administrator depends on a number of factors such as experience in the industry, educational qualifications, area of employment and also the geographic location of employment. However, the salary given to these professionals is lucrative considering their contribution to the organization.
• The average median salary for an Office Administrator is estimated to be $40,644 annually, while the top ten percentile of professionals earn an income of $44,795 per year and the lowest ten percentile of professionals earn up to $28,362 annually.
• Experience in the industry is also taken into consideration while deciding the salary of an Office Administrator. A professional with experience of less than a year in the industry earns a salary ranging around $20,900-50,362 and on the other hand professionals with experience of one to five years in the industry earns a salary around $24,320-$53,766.
• It is seen that an Office Administrator employed in the state of Texas earns a salary between $26,798 and $69,279 per year. Comparatively, Office Administrator who are employed in the state of Florida earn a salary ranging around $26,046-$70,856 per annum. The difference is because of the variation in the economic rate of the state and also the demand for these professionals in that area.
• An Office Administrator employed with a large company gets paid remuneration that ranges around $27,782-$62,115 per year while those employed with government agencies earn around $32,196-$76,805. On the other hand, a self-employed Office Administrator earns up to $59,180 per annum.

Apart from the traditional salaries, these professionals also enjoy additional benefits such as paid holidays, paid sick leaves etc.

An overview of the job of an Office Administrator:

An Office Administrator is a professional who forms an important man in every large business entity as he plays the vital role in performing the administrative operations of the company which include organizing, controlling and planning for all large and small scale business activities. They are mid-level operational and management officers whose work activities are greatly concentrated on accounting and financing. Majority of the work responsibility given to these professionals is to control and lead special units of the business operations in order to help the basic operations of the organization to run smoothly and effectively. An Office Administrator is appointed to design and implement policies and procedures for the organization. These professionals are given a wide spectrum of functions that range from balancing financial assets to overseeing the human resources functions to ensure that all the activities take place according to the agreed policies of the organization. However, the amount of responsibilities and duties given to these professionals depends on the candidate’s educational qualifications, level of expertise and also his additional abilities of displaying his talent. In short, an Office Administrator is appointed to ensure the effective working of operations while upholding the organization’s vision and mission while setting standards for the company. They may be appointed to work full in offices but sometimes they are also expected to give in extra work hours whenever needed and work on holidays. These professionals form the blood vessels of an organization as they are the core professionals who keep the background scenes of the organization running by performing a wide number of clerical and administrative works. Some of their daily errands include filing documentations and information regarding the operations of the organization, typing letters and e-mails, booking travelling tickets, managing diaries and data entry system. Further employment prospects in this field are complemented with advanced education, certification programs experience in the industry. The salary of this profession is good and the professional can earn more as it acquired experience enhancing his skills in the field.

What are the skills needed for this job?

Apart from the educational requirements, Office Administrators are expected to have a certain set of skills and abilities which will enable them to perform their duties and responsibilities effectively. Following are the skills and abilities required for the position of an Office Administrator:

Skill Set:

• Interpersonal Skills: An Office Administrator must be able to work as a team helping coworkers with their activities. The position of an Office Administrator demands that he report his activities to more than one superior. As such, he must be able to work with other supervisors to ensure that all the desired tasks and completed effectively.
• Excellent Time Management Ability: Office administrative professionals must be able to prioritize the available time at hand. This professional is given an extensive list of administrative and clerical duties to perform every single day and therefore, he must make sure that every task is completed within the allotted time period. However, it is seen that this skill is developed during their course of experience in the industry.
• Ability to handle Office equipment: This professional works with the help of fax, printers, photocopying machines etc. and as such knowledge of the usage of office equipment forms the vital ability for an Office Administrator. He must be able to operate the phone system with the use of multiple lines and also understand the working of a copier machine and repair it whenever necessary.
• Computer Literate: Majority of the duties of an Office Administrator replies on working with computer systems. Therefore, thorough understanding in computers and automates software’s is very important. Besides they should also have the knowledge of sending emails with the help of internet. They must have the ability to use computers to complete their duties effectively and with efficiency.
• Communication Skills: As an Office Administrator, you are expected to prepare documents and memorandums and for this purpose general grammar forms a crucial role. The professional must be able to compose letters precisely with the right specifications. Oral skills are also important as they communicate with a large number of internal and external professionals.
• Other Skills:
• Ability to stay focused.
• Good organizational and methodical skills.
• Accurately typing information into electronic devices.
• Showing initiative.

• An Office Administrator is appointed to perform a set of clerical and administrative activities and as such the position demands certain educational qualifications which prove helpful. Following are the educational qualifications required for the post of an Office Administrator:
• Educational Requirements:
• To acquire a position as an Office Administrator, certain educational qualifications must be met. Students are expected to complete a well structured bachelor’s degree in Business Administration. This traditional four year course includes the study of advanced accounting procedures, business laws and ethics, marketing, international business management studies. It also provides background knowledge of general business writing and practices. This degree gives a strong framework and forms a foundation to specialize in one particular field of the industry.
• Conversely, a high-school diploma combined with good amount of experience will help the candidate gain employment opportunities in the lower-level management of the office operations. However, companies usually look out for candidates with associate degree pertaining to this field.
• During the last year of college education, the students are required to attend internship programs with experienced and reputed Office Administrators. During which they get an opportunity to facilitate management operations for the company which helps the students gain background knowledge of the position.
• Higher education in this field includes a Master’s degree in Business Administration (MBA). This master’s course will enable the students to specialize in one particular arena of the field in which they prepare the students for on the job usage by instilling in them the ability to use all popular software programs.
• A large set of community and technical colleges and universities also offer business administrative degree that focuses on marketing and financing techniques.