Administrative Officer Job Description: Top Duties and Qualifications

An Administrative Officer, or Admin Officer, is responsible for providing administrative support to an organization. Their duties include organizing company records, overseeing department budgets and maintaining inventory of office supplies.

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Administrative Officer duties and responsibilities

Administrative Officers manage the daily tasks of a company or organization by providing administrative and clerical support. The duties and responsibilities of an Administrative Officer typically include: 

  • Greeting and directing visitors, answering phone inquiries and handling complaints in a courteous, professional manner
  • Ensuring office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times
  • Occasionally traveling off-site to deliver reports or files to other departments
  • Ensuring the confidentiality and security of files and filing systems
  • Coordinating schedules, arranging meetings, distributing memos and reports and ensuring that everyone is kept current of necessary company news and information 
  • Operating copy equipment, fax machines, printers or other equipment necessary

Administrative Officer Job Description Examples:

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Administrative Officer

Maryland Department of Housing and Community Development

Energy Administrative Officer

Recruitment # 20-[phone number]

Deadline: 4/20/2020

Salary Range: $21.05 to $27.25/hour

Location: Lanham, Maryland

The Division of Community Development Administration - Energy Unit is seeking a qualified candidate to serve as the Energy Administrative Officer This position performs entry level work; including but not limited to, gathering, reviewing, processing, monitoring, analyzing and examining the Agency's program documentation and evaluating the risk involved in granting Community Development loans, grants, and energy assistance. Candidates must have an associates Degree in Finance, Business Administration, Architecture, Construction Management, Economics, Accounting or a related field from an accredited college or university and two years of experience in the private mortgage industry, federal or state government affordable housing lending and/or rental assistance programs, residential construction discipline or multifamily construction management providing technical assistance for development or rehabilitation of multifamily or single family housing; neighborhood revitalization and business development; community infrastructure development; or historic preservation programs. Preference will be given to candidates who have experience in efficiency, weatherization, and/or affordable housing development, data analysis, and/or proficiency in handling complex spreadsheets, data mining, sorting, and data manipulation through Microsoft Excel formulas. Must provide college transcripts.

For more information and to apply online, please visit:

[website]?R1=20&R2=003724&R3=0003

EOE.

Job Types: Full-time, Contract

Salary: $21.05 to $27.25 /hour

Experience:

  • supervisory: 2 years (Preferred)

    Contract Length:

  • More than 1 year

    Contract Renewal:

  • Likely

    Full Time Opportunity:

  • Yes

    Work Location:

  • One location

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Retirement plan

  • Paid time off

  • Flexible schedule

  • Tuition reimbursement

    This Job Is:

  • A job for which military experienced candidates are encouraged to apply

  • Open to applicants who do not have a high school diploma/GED

  • A good fit for applicants with gaps in their resume, or who have been out of the workforce for the past 6 months or more

  • A good job for someone just entering the workforce or returning to the workforce with limited experience and education

    Schedule:

  • Monday to Friday

  • No weekends

  • Weekends required

  • 8 hour Temporarily due to Covid-19
  • ×

    Administrative Officer

    We pride ourselves on the fun and dynamic culture of our team and we know that our diligence in hiring only the best candidates is largely responsible for this culture.

    We are looking for a Lead Admin to join our growing team.

  • This person will be an A player, someone who is assertive, a team player, takes initiative and does not wait for direction, is outgoing, smart, has a strong desire to take care of people and can work in a fast-paced environment.

    About the position:

    As our Lead Admin, you will be responsible for being the first contact a new client has with our team. You will answer the phone for our team, gather initial application information from the client and walk them through next steps. You cannot be afraid of the phone, this job will entail that most of your day is on the phone.

    This position requires time management, extreme organization, precise communication, data entry skills, ability to build rapport quickly over the phone and a positive attitude.

    Top 4 responsibilities:

  • Create great first impression with all incoming phone calls

  • Gathering accurate and thorough application details

  • Manage client database

  • Administrative assistance for all team members to increase efficiency

    Job Duties:

    - Answer the phone

    - Gather application information over the phone with client

    - Manage lead to application conversions

    - Scan and organize client documents into our shared folder

    - Makes copies for clients and copies/scans/uploads files

    - Quickly be able to build rapport to gain trust with our clients

    - Assist the Loan Officer and team with other administrative duties as needed

    - Database management

    - Identify needs before we know we have them!

    Position Requirements:

    - High school diploma or equivalent

    - Must be able to work 40 hours a week in the office

    - Must be proficient in Word, Excel, Outlook and Microsoft office applications

    - Must have excellent verbal and written communication skills

    - Must have a positive attitude and a pleasant voice

    - Must be driven, committed to excellence and excel at customer service

    - Must be dependable, self-motivated and require minimal supervision

    As part of the Guild Mortgage team we offer a competitive benefits package that includes health insurance, life insurance, long-term disability, company 401(k)

    We look forward to speaking with you soon about this amazing opportunity!

    Job Type: Full-time

    Salary: $18.00 to $24.00 /hour

    Additional Compensation:

  • Bonuses

    Work Location:

  • One location

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Retirement plan

  • Paid time off

    This Job Is Ideal for Someone Who Is:

  • People-oriented -- enjoys interacting with people and working on group -- enjoys taking on challenges, even if they might fail

  • High stress tolerance -- thrives in a high-pressure environment
  • ×

    Administrative Officer

    The Freer Gallery of Art and Arthur M. Sackler Gallery, the Smithsonian’s National Museum of Asian Art, are located on the National Mall in Washington, DC. Committed to preserving, exhibiting, and interpreting exemplary works of art, the Freer and Sackler house exceptional collections of Asian art, with more than 42,000 objects dating from the Neolithic period to today. Renowned and iconic objects originate from China, Japan, Korea, South and Southeast Asia, the ancient Near East, and the Islamic world. The Freer Gallery also holds a significant group of American works of art largely dating to the late nineteenth century. It boasts the world’s largest collection of diverse works by James McNeill Whistler, including the famed Peacock Room.

    We are looking for an experienced finance professional with more than a decade of experience to play a leadership role in financial organizational analysis and reporting, procurement, and budgeting for the

    Freer Gallery of Art and Arthur M. Sackler Gallery.

    In addition to other duties, the incumbent would:

  • Lead the development of the museum’s annual operating budget and prepare multiyear revenue and expense forecasts for senior leadership and our Board of Trustees

  • Represent the finance division on museum wide committees

  • Be responsible for budget execution and serve as a liaison with all gallery departments in formulating and justifying budget requests.

  • Develops and implements spending plans to meet Freer and Sackler requirements and adjusts reflect changing priorities, varying costs or changes in the availability of funds.

  • Oversees and reports on financial transactions to ensure they are in accordance with Federal and Smithsonian policies and procedures.

  • Reviews and reconciles monthly financial reports. Coordinates with respective SI offices to troubleshoot and resolve financial discrepancies.

  • Track and analyze the organizational operation spending and develop feasible alternatives for cost containment using cost/benefit analysis techniques.

  • Develops and implements the appropriate measures to correct financial deficiencies. Conducts follow-up internal audits to test the effectiveness of the corrective measures.

  • Work with senior leadership to establish measurement systems to effectively identify and quantify the level of services and organizational performance.

  • With senior leadership, develops overall fiscal policies and guidelines to be used in the galleries.

    Ensures that the organization meets the reporting requirements at all levels.

  • Serves as the gallery’s senior procurement officer.

  • Provides procurement advice and assistance on policies, problems or issues.

  • Works with museum staff to ensure staff follow all Smithsonian and Federal procurement policies.

    This new position will report to the Deputy Director for Operations and External Affairs and will supervise the finance team.

    To be considered, applicants must submit a cover letter along with a resume. Applications will be accepted through April 10, 2020.

    The Smithsonian is an equal opportunity employer.

    Job Type: Full-time

    Salary: $121,316.00 to $157,709.00 /year

    Experience:

  • organizational analysis: 5 years (Required)

  • non-proft: 5 years (Required)

  • supervisory: 5 years (Required)

  • budget preparation: 5 years (Required)

    Benefits:

  • Health insurance

  • Dental insurance

  • Vision insurance

  • Retirement plan

    Schedule:

  • Monday to [website]
  • What does an Administrative Officer do?

    An Administrative Officer typically works for organizations across industries to oversee department heads and ensure the organization maintains excellent clerical and administrative practices. They work closely with upper management to review company operations and look for ways to maximize internal processes. Their job is to review corporate laws and other regulations that apply to their businesses industry, to ensure the company implements them in daily practices. They may also be responsible for hiring and training staff members for various departments.

    Administrative Officer skills and qualifications

    An Administrative Officer should have the following skills and qualifications to be successful in their role: 

    • Good organization, time management and scheduling skills
    • Basic bookkeeping experience, especially in accounts payable/receivable
    • Experiencing using office management software, including word processing software and spreadsheets
    • Typing speed of at least 60 words per minute with few errors
    • Strong communication skills
    • Ability to multitask

    Administrative Officer salary expectations

    An Administrative Officer makes an average of $75,334 per year. Salary may depend on the Administrative Officer’s level of experience and geographic location.

    Administrative Officer education and training requirements

    Education and training requirements for Administrative Officers include a minimum of a high school diploma or GED. However, many employers require Administrative Officers to hold an associate or bachelor’s degree, preferably in business, public administration or a related field. Professional certification in office management is a plus. 

    Administrative Officer experience requirements

    Most employers require Administrative Officer candidates to have previous experience in a clerical or secretarial role or experience handling administrative tasks in a related field. Administrative Officers should also have a strong understanding of business management. Many Administrative Officers begin their careers as Administrative Assistants or similar and, through work experience, advance to Administrative Officer positions.

    Job description samples for similar positions

    If the job description for the Administrative Officer position doesn’t meet your needs, view these job descriptions for similar roles: 

    Frequently asked questions about Administrative Officers

     

    What qualities make a good Administrative Officer?

    There are a variety of skills and qualifications that make a good Administrative Officer. A few key areas that help Administrative Officers perform their job duties well include:

    • Interpersonal communication: To effectively communicate between hospital/healthcare department heads and upper management or board of directors. For example, an administrative officer might have a meeting in the morning to learn about budget cuts from the board, while they need to communicate that information to lower-level department heads in the afternoon.
    • Healthcare expertise: To develop organizational policies and designate organizational budgets to the right areas. For example, an Administrative Officer reviews the U.S. Department of Health and Human Services and decides to create heightened patient confidentiality policies in response to the HIPAA Privacy Rule.
    • Forward-thinking attitude: To determine the areas of their organization that could use improvement. For example, an Administrative Officer does research on up-and-coming IT software for healthcare operations and begins creating a plan to implement those updated technologies into their facility. 

     

    Who does an Administrative Officer report to?

    Administrative Officers working in a corporate environment typically report to the Director of Operations, the Chief Operating Officer (COO) or the Chief Executive Officer (CEO). For Administrative Officers working in a healthcare setting, they usually report to the Medical Director or Healthcare Director to receive tasks and relay information about facility needs.

     

    Who reports to the Administrative Officer?

    Usually, all members of the HR, IT, accounting or finance and marketing departments report to the Administrative Officer. They provide Administrative Officers with financial reports or payroll data, update them on hiring procedures and relay their budgeting or supply needs.

     

    How can I assess an Administrative Officer candidate's qualifications during an interview?

    Your ability to effectively assess a candidate’s qualifications for an opening as an Administrative Officer within your company may depend on the types of questions you ask during your interview with them. You can ensure you ask questions that initiate good answers by using the STAR method. Typically, this method is used to answer questions, but it can also be used to create them. STAR stands for:

    • Situation: Asks you to frame questions in a way that makes the recipient mention a specific time or event.
    • Task: Asks the recipient to clarify what their role was in the situation.
    • Action: Asks the recipient to describe how the handled to the situation within their role.
    • Response: Asks the recipient to summarize how their actions affected the outcome of the situation.

    Here are a few examples of interview questions for administrative officers using the STAR method:

    • “Can you describe a situation where you had to fix a scheduling conflict? What was your role and how did your actions affect the outcome?”
    • “Have you ever had a negative interaction with a client? How did you respond and what was the end result?”
    • “What is your experience level working with Excel? When did you use it last and why?”

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