CAREER GUIDE FOR FIRST-LINE SUPERVISOR/MANAGER OF OFFICE AND ADMINISTRATIVE SUPPORT
SOC Code: 43-1011.02
Pay Band(s): 3,4 and 5 (Salary Structure)
Standard Occupational Description: Supervise and coordinate activities of workers involved in providing administrative support.
First-Line Supervisor/Manager of Office and Administrative Support positions in the Commonwealth are assigned to the following Roles in the Administration and Office Support and the General Administration Career Groups:
While First-Line Supervisors/Managers of Office and Administrative Support within the Commonwealth are located within the Administration and Office Support and the General Administration Career Groups, individuals may want to pursue other opportunities within the Commonwealth depending upon individual training, education, knowledge, skills, abilities, and interests.
Other Career Group(s) that may be of interest are:
SKILLS, KNOWLEDGE, ABILITIES AND TASKS
(Technical and Functional Expertise)
The Knowledge of:
The Ability to:
Note: The following is a list of sample tasks typically performed by First-Line Supervisor/Manager of Administrative Support. Employees in this occupation will not necessarily perform all of the tasks listed.
Like people, occupations have traits or characteristics. These characteristics give important clues about the nature of the work and work environment, and give you an opportunity to match your own personal interests to a specific occupation. When you choose a job in an occupation that matches your own interests you have taken an important step in planning a successful and rewarding career.
The occupation of First-Line Supervisor/Manager of Administrative Support has Enterprising, Conventional and Social characteristics as described below:
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.
LICENSURE, REGISTRATION, OR CERTIFICATION REQUIREMENTS
Generally this is not required for First-Line Supervisor/Manager of Office and Administrative Support positions in state government. However, for professional growth and career progression, certification is encouraged.
Managers with the Commonwealth of Virginia are eligible for the Virginia Certified Manager Program offered by the Department of Human Resource Management. The web site is as follows: http://www.dhrm.virginia.gov/training/cpm/cpmhome.htm. This certificate program offers practitioner-oriented coursework that builds upon management training programs offered through agencies, colleges, and universities.
Attainment of the Certified Administrative Manager (CAM) designation offered by the Institute of Certified Professional Managers, through work experience and successful completion of examinations, can increase a manager's advancement potential. The Institute of Certified Professional Managers is a certifying organization and offers a management certification program. The Institute is located at James Madison University, Harrisonburg, Virginia. The web site is as follows: http://cob.jmu.edu/icpm. Management Skills is the theme of the program, which emphasizes the teaching and application of real-world, practical skills and techniques over theories, and critical-thinking skills over rote knowledge.
EDUCATIONAL, TRAINING, AND LEARNING OPPORTUNITIES
The Department of Labor provides the following information:
All organizations need timely and effective office and administrative support to operate efficiently. Office and administrative support supervisors and managers coordinate this support.
Although specific functions of office and administrative support supervisors and managers vary considerably, they share many common duties. For example, supervisors perform administrative tasks to ensure that their staffs can work efficiently.
Planning the work and supervising the staff are key functions of this job.
Most firms fill office and administrative support supervisory and managerial positions by promoting office or administrative support workers from within their organizations. To become eligible for promotion to a supervisory position, clerical or administrative support workers must prove they are capable of handling additional responsibilities. When evaluating candidates, superiors look for strong teamwork, problem-solving, leadership, and communication skills, as well as determination, loyalty, poise, and confidence. They also look for more specific supervisory attributes, such as the ability to organize and coordinate work efficiently, to set priorities, and to motivate others. Increasingly, supervisors need a broad base of office skills coupled with personal flexibility to adapt to changes in organizational structure and move among departments when necessary.
In addition, supervisors must pay close attention to detail in order to identify and correct errors made by the staff they oversee. Good working knowledge of the organization's computer system also is an advantage. Many employers require postsecondary training—in some cases, an associate or even a bachelor's degree.
Some office and administrative support supervisor positions are filled with people from outside the organization. These positions may serve as entry-level training for potential higher level managers. New college graduates may rotate through departments of an organization at this level to learn the work of the organization.
The State Council of Higher Education lists many Virginia educational institutions having educational programs in business administration, financial services, human resources management and other related programs on their web site: http://www.schev.edu/Students/FindaProgram.asp?from=k12
Competencies are a set of identified behaviors, knowledge, skills, and abilities that directly and positively impact the success of employees and the organization. Competencies can be observed and measured. When consistently demonstrated, competencies make employees particularly effective in their work. Competencies help lay out a road map to career success. You can use the Commonwealth Competencies to help improve your individual performance by adopting behaviors that make high performing employees successful in their jobs. In this way, you can use the Commonwealth Competencies for your further professional development.
The Commonwealth Competencies are:
The above competencies may be applied to employees throughout the Commonwealth of Virginia. They can be rank-ordered by agencies and hiring managers to represent the needs of a specific job. The rank ordering will change depending upon the occupation, an organization's priorities, the actual job requirements, and the supervisor's preferences.
Career success is both about what you do (applying your technical knowledge, skills, and ability) and how you do it (the consistent behaviors you demonstrate and choose to use) while interacting and communicating with others. Hopefully, by studying the Commonwealth competencies, identifying your developmental opportunities, and working to refine your own competence, you can take charge of your career!
For additional information about the Commonwealth Competencies go to: http://jobs.state.va.us/cc_planningctr.htm. For the competencies, we first list the competencies and then define each. Finally, we list competency indicators; to describe what successful performance looks like.
COMMONWEALTH CAREER PATH
Career opportunities in the Commonwealth are not limited to moving “up” to the next highest role and pay band, changing positions, or to becoming a supervisor. That's because most roles describe a broad group of occupationally related positions that perform a range of work that requires increased knowledge and skills. For that reason, Commonwealth roles describe the career paths within the same or higher-level role for the same or different Career Group. The broad salary range and the Commonwealth's pay practices provide flexibility in recognizing career development and advancement. (Salary Structure)
For example: First-Line Supervisor/Manager of Administrative Support
Sample Career Path
Administrative and Office Specialist III
The Administrative and Office Specialist III role provides career tracks for office supervisors. Supervisory duties may include compliance assurance, report writing, reconciliation of information or financial data, scheduling, data collection and analysis, research, budget management, and personnel administration.
General Administration Supervisor I
The General Administration Supervisor I role provides career tracks for administrative supervisors who perform or supervise a variety of administrative and business functions in a unit, non-retail business, facility, or field office. The career track is for supervisors who manage a variety of office and administrative employees performing a variety of well-defined administrative, business, and financial operations.
General Administration Supervisor II
The General Administration Supervisor II role provides career tracks for administrative services supervisors. The career track is for supervisors of multiple administrative units within a division or facility requiring planning, coordinating and supervising of a variety of administrative and business services.
General Administration Manager I
The General Administration Manager I role provides career tracks for managers who are responsible for directing administrative/business management activities of a state agency satellite office or facility or a major division of a state agency or university. Employees do not typically have programmatic responsibilities.
ADDITIONAL OCCUPATIONAL INFORMATION CAN BE FOUND AT:
O*NET (Occupational Information Network)
Virginia Employment Commission
Career One Stop
Virginia Career Resource Network
American Management Association:
Institute of Certified Professional Managers, James Madison University:
National Management Association:
International Association of Administrative Professionals