Office Administrator job description
Updated March 14, 2024
7 min read
An office administrator is a management-level employee responsible for the oversight of various tasks within a given work environment. Their duties include carrying out clerical duties, such as preparing documents and responding to emails, restocking office supplies, and managing appointments and work meetings.
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Example office administrator requirements on a job description
Office administrator requirements can be divided into technical requirements and required soft skills. The lists below show the most common requirements included in office administrator job postings.
Sample office administrator requirements
- High school diploma or equivalent
- 2+ years of relevant experience
- Proficiency in Microsoft Office Suite
- Strong written and verbal communication skills
- Ability to multitask efficiently and work in a fast-paced environment
Sample required office administrator soft skills
- Excellent customer service skills
- Strong organizational and problem-solving skills
- Ability to work independently and as part of a team
- Ability to prioritize tasks and meet deadlines
- Flexibility to adapt to changing business needs
Office Administrator job description example 1
The Salvation Army office administrator job description
Responsibilities
·
To communicate clearly with Corps Officers and perform these and other duties as required.
· Dress appropriately for the office environment
· Answer and direct all calls professionally and correctly
· Check voicemail and emails daily and return/ forward correspondence promptly
· Manage and maintain Volunteer and Donor information
· Responsible for issuing of purchase orders; keeping receipts or invoices for verification of expenses.
· Manage office mail
· Complete call logs, referrals, incident reports and other official documents as needed
· Update, discard and maintain all files and records kept in front office
· Prepare and print documents as requested by Corps Officers
· Greet and interview clients to determine social service needs.
· Order food and submit monthly stats to Food Bank
· Assist with food pantry, clothing assistance or other Social Service needs.
· Drive a 12-passenger van when needed
· Help make appointments with contracted vendors for building maintenance and upkeep
· Participate in staff meetings, divisional training, and any local training as applied
· Assist Officers in whatever other administrative areas needed if not outlined above
· Ensure that all clients are served efficiently, equitably and with dignity.
· Required to render direct casework and/or group work service to clients recognizing their physical, emotional, spiritual, and social needs-making full use of agency and community resources.
· Additional casework duties and recording keeping.
· Assures that all services provided are recorded as directed, keeping accurate records of Food Pantry files.
· Maintains food pantry inventory, prepare food baskets as per need.
· Supervises and trains volunteers for both stockings the pantry and helping with distribution schedules and provides daily supervision of food pantry volunteers.
· Manager all aspects of the Food Pantry operation (client appointments, organization, and cleanliness)
· Responsible for implementing food pantry policies and procedures.
· Oversee volunteers during distribution and ensure that clients are adhering to guidelines.
· Coordinate the annual Thanksgiving Basket Giveaway.
· Maintains primary Corps files, calendar, meetings minutes, contracts, contact addresses etc.
· Flexibility to perform other's duties as needed such as Backpack Program, Summer, Thanksgiving & Christmas program.
· Assist Officers in whatever other administrative areas needed if not outlined above
Qualifications
·
To communicate clearly with Corps Officers and perform these and other duties as required.
· Dress appropriately for the office environment
· Answer and direct all calls professionally and correctly
· Check voicemail and emails daily and return/ forward correspondence promptly
· Manage and maintain Volunteer and Donor information
· Responsible for issuing of purchase orders; keeping receipts or invoices for verification of expenses.
· Manage office mail
· Complete call logs, referrals, incident reports and other official documents as needed
· Update, discard and maintain all files and records kept in front office
· Prepare and print documents as requested by Corps Officers
· Greet and interview clients to determine social service needs.
· Order food and submit monthly stats to Food Bank
· Assist with food pantry, clothing assistance or other Social Service needs.
· Drive a 12-passenger van when needed
· Help make appointments with contracted vendors for building maintenance and upkeep
· Participate in staff meetings, divisional training, and any local training as applied
· Assist Officers in whatever other administrative areas needed if not outlined above
· Ensure that all clients are served efficiently, equitably and with dignity.
· Required to render direct casework and/or group work service to clients recognizing their physical, emotional, spiritual, and social needs-making full use of agency and community resources.
· Additional casework duties and recording keeping.
· Assures that all services provided are recorded as directed, keeping accurate records of Food Pantry files.
· Maintains food pantry inventory, prepare food baskets as per need.
· Supervises and trains volunteers for both stockings the pantry and helping with distribution schedules and provides daily supervision of food pantry volunteers.
· Manager all aspects of the Food Pantry operation (client appointments, organization, and cleanliness)
· Responsible for implementing food pantry policies and procedures.
· Oversee volunteers during distribution and ensure that clients are adhering to guidelines.
· Coordinate the annual Thanksgiving Basket Giveaway.
· Maintains primary Corps files, calendar, meetings minutes, contracts, contact addresses etc.
· Flexibility to perform other's duties as needed such as Backpack Program, Summer, Thanksgiving & Christmas program.
· Assist Officers in whatever other administrative areas needed if not outlined above
Qualifications
- Must have a High School Diploma or Associates Degree
- Must have prior experience in Office Administration
- Must Possess a valid New York State Driver's License
- Must be Bilingual: Spanish/ English and possess good verbal communication skill
- Must have good understanding of the mission of The Salvation Army
- Must be able to lift at least 30 pounds
- Must conduct oneself in a manner which reflects credit to The Salvation Army
- Must have a high level of initiative and flexibility in the work atmosphere
- Must be organized, kind and have a positive attitude.
- Must have experience with Microsoft office-word, Excel, Power Point Presenter and Publisher
- Must have strong management and organizational skills
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Office Administrator job description example 2
University of Southern California office administrator job description
The Department of Family Medicine in the Keck School of Medicine at USC is seeking a Clinical Office Coordinator to join the Street Medicine division's administrative team. We are looking for a dynamic, organized, self-motivated individual. Duties include championing the onboarding and credentialing process for the division, cross-departmental liaising and data collection and reporting. The preferred qualifications for this role are two years' experience working in a similar capacity and a bachelor's degree.
The Street Medicine program provides full-service primary care to the unsheltered homeless population. All care is delivered where patients reside including under bridges and on the streets of LA County. There is no fixed-site clinic as clinical delivery is done via walking rounds with a pick-up truck and backpacks. With the vision that all unsheltered homeless in LA County have access to healthcare, the team is poised for a year of growth in the realm of clinical delivery, education/ workforce development, research and advocacy.
Duties for this position may include:
Oversees staff calendars, schedules meetings, and maintains office equipment and supplies. Coordinates with relevant university offices to ensure medical staff and medical provider readiness for services, and monitors effectiveness of processes and services. Recommends and implements modifications as necessary to achieve goals and objectives
Liaises with centralized offices (e.g., billing, scheduling) to address provider or patient concerns or special requests. Researches billing questions and denials, working with billing office to resolve issues and recommend solutions or services.
Tracks the onboarding of new faculty. Ensures licensure and credentials for all assigned faculty and staff are up to date and required training is completed. Participates in the development and implementation of program policies, procedures and processes.
Researches and gathers data for ad hoc reports. Conducts preliminary analysis of data. Recommends report content and format.
Assists with public relations and the development of marketing strategies to promote clinical services. Coordinates outreach efforts (e.g., conferences, seminars, health fairs) and the production and distribution of promotional materials.
Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.
Preferred Job Qualifications:
Preferred Education:
Master's degree
Preferred Experience:
4 years
Preferred Field of Expertise:
Relevant medical services certifications/licenses (e.g., certified coder, biller, quality improvement). Experience with billing and compliance in a clinical university environment. Experience with credentials necessary for medical staff and providers. Experience with data analysis and reporting.
Supervises:
May oversee staff, students, volunteers, agencies and/or resource employees.
Minimum Education: Bachelor's degree; Combined experience/education as substitute form minimum education Minimum Experience: 2 years Minimum Field of Expertise: Two years' experience in an office setting. Experience with billing and compliance. Familiarity with clinical operations. Proven ability to practice discretion with confidential information. Research skills. Excellent written and oral communication skills.
REQ20119477 Posted Date: 09/29/2022 - Thru date - 2022-10-31
The Street Medicine program provides full-service primary care to the unsheltered homeless population. All care is delivered where patients reside including under bridges and on the streets of LA County. There is no fixed-site clinic as clinical delivery is done via walking rounds with a pick-up truck and backpacks. With the vision that all unsheltered homeless in LA County have access to healthcare, the team is poised for a year of growth in the realm of clinical delivery, education/ workforce development, research and advocacy.
Duties for this position may include:
Oversees staff calendars, schedules meetings, and maintains office equipment and supplies. Coordinates with relevant university offices to ensure medical staff and medical provider readiness for services, and monitors effectiveness of processes and services. Recommends and implements modifications as necessary to achieve goals and objectives
Liaises with centralized offices (e.g., billing, scheduling) to address provider or patient concerns or special requests. Researches billing questions and denials, working with billing office to resolve issues and recommend solutions or services.
Tracks the onboarding of new faculty. Ensures licensure and credentials for all assigned faculty and staff are up to date and required training is completed. Participates in the development and implementation of program policies, procedures and processes.
Researches and gathers data for ad hoc reports. Conducts preliminary analysis of data. Recommends report content and format.
Assists with public relations and the development of marketing strategies to promote clinical services. Coordinates outreach efforts (e.g., conferences, seminars, health fairs) and the production and distribution of promotional materials.
Performs other related duties as assigned or requested. The university reserves the right to add or change duties at any time.
Preferred Job Qualifications:
Preferred Education:
Master's degree
Preferred Experience:
4 years
Preferred Field of Expertise:
Relevant medical services certifications/licenses (e.g., certified coder, biller, quality improvement). Experience with billing and compliance in a clinical university environment. Experience with credentials necessary for medical staff and providers. Experience with data analysis and reporting.
Supervises:
May oversee staff, students, volunteers, agencies and/or resource employees.
Minimum Education: Bachelor's degree; Combined experience/education as substitute form minimum education Minimum Experience: 2 years Minimum Field of Expertise: Two years' experience in an office setting. Experience with billing and compliance. Familiarity with clinical operations. Proven ability to practice discretion with confidential information. Research skills. Excellent written and oral communication skills.
REQ20119477 Posted Date: 09/29/2022 - Thru date - 2022-10-31
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Office Administrator job description example 3
General Dynamics office administrator job description
Administrative support person to coordinate, register and track training classes with some manual labour tasks, like packing and shipping documenting and gear for training classes for our Avon location.
+ Handle all Registrations for Training Courses - assign to respective class roster and provide students with a confirmation letter, an invoice, along with a list of equipment requirements and any other pertinent information in regard to the host agency and class location (typically within 24 hours).
+ Work with law enforcement agencies if a student is unable to attend / substitutions and/or cancellations and refund requests or contact students if host agency has changed address for class location. If a class is cancelled notify students ASAP - try to transfer student to another class or if applicable refund class tuition.
+ Coordinate and schedule training classes with Law Enforcement Agencies that wish to host a course.
+ Coordinate, prepare and monitor the shipping of equipment caches, weapons boxes and course consumables to and from domestic training courses.
+ Handle all accounts receivable for Training Invoices. Monitor and be vigilant on timely payments.
+ Coordinate with printing service to ship all class paperwork (registrations, tests, critiques, scenario templates) and class manuals.
+ Maintain training records for each class to include, roster, registrations and payments.
+ Schedule booth space and payments for company trade shows. Coordinate with company personnel for show registrations and booth furnishings for exhibit at trade shows.
+ At managers request, Pack / Ship appropriate show literature and materials to display at the show. Schedule with the trade show for shipment.
+ Provide office assistance on a day-to-day basis to Distributors and Customers (checking order status, product availability, etc. Also assist Law Enforcement and Military Personnel calls regarding products, etc.
+ 1 to 3 years in administration/scheduling (in related field)
+ Associates degree in business administration or related field.
+ Basic Administration certification preferred.
+ Knowledge of Microsoft Suite.
+ Able to push/pull up to 50-pound cases up to 20 yards distance (cases on wheels) for pick up by FedEx.
Street: 65 Sandscreen Road
+ Handle all Registrations for Training Courses - assign to respective class roster and provide students with a confirmation letter, an invoice, along with a list of equipment requirements and any other pertinent information in regard to the host agency and class location (typically within 24 hours).
+ Work with law enforcement agencies if a student is unable to attend / substitutions and/or cancellations and refund requests or contact students if host agency has changed address for class location. If a class is cancelled notify students ASAP - try to transfer student to another class or if applicable refund class tuition.
+ Coordinate and schedule training classes with Law Enforcement Agencies that wish to host a course.
+ Coordinate, prepare and monitor the shipping of equipment caches, weapons boxes and course consumables to and from domestic training courses.
+ Handle all accounts receivable for Training Invoices. Monitor and be vigilant on timely payments.
+ Coordinate with printing service to ship all class paperwork (registrations, tests, critiques, scenario templates) and class manuals.
+ Maintain training records for each class to include, roster, registrations and payments.
+ Schedule booth space and payments for company trade shows. Coordinate with company personnel for show registrations and booth furnishings for exhibit at trade shows.
+ At managers request, Pack / Ship appropriate show literature and materials to display at the show. Schedule with the trade show for shipment.
+ Provide office assistance on a day-to-day basis to Distributors and Customers (checking order status, product availability, etc. Also assist Law Enforcement and Military Personnel calls regarding products, etc.
+ 1 to 3 years in administration/scheduling (in related field)
+ Associates degree in business administration or related field.
+ Basic Administration certification preferred.
+ Knowledge of Microsoft Suite.
+ Able to push/pull up to 50-pound cases up to 20 yards distance (cases on wheels) for pick up by FedEx.
Street: 65 Sandscreen Road
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Updated March 14, 2024
Updated March 14, 2024