Administrative Staff Job Description

Administrative Staff Job Description

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Administrative staff provides information related to short-range objectives, policies, procedures and practices requiring detailed knowledge of department and/or company policies and procedures.

Administrative Staff Duties & Responsibilities

To write an effective administrative staff job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative staff job description templates that you can modify and use.

Sample responsibilities for this position include:

Provide administrative support both locally and regionally
Initiates correspondence, calendars appointments, arranges travel itineraries, maintains supplies
Manage and maintain customer / vendor files, records and databases
Responsible for processing customer orders, order entry, picking, processing shipments, invoicing, etc
Responsible for ordering products and processing incoming shipments of parts and merchandise
Process travel requests, make meeting arrangements, in support of the groups’ sales/marketing efforts
Family support
Assist applying for VISA and passports
Work hour management
Payroll and perquisite calculations and inputs

Administrative Staff Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administrative Staff

List any licenses or certifications required by the position: AED, CPR, CMA, CPA, TRR

Education for Administrative Staff

Typically a job would require a certain level of education.

Employers hiring for the administrative staff job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Education, Management, Business, Communication, Accounting, Associates, Computer, Business/Administration, Finance, Graduate

Skills for Administrative Staff

Desired skills for administrative staff include:

Company practices
Office
Policies and programs
Policies
Business
Department and company practices
Operating group
Programs and service lines
Administrative and clerical procedures and systems
MS Suite

Desired experience for administrative staff includes:

Tax return procedures
Other general affairs assignments about company vehicle, welfare, insurance, housing, banking, drivers’ license, I-94, SSN, I-9
Special assignments and additional responsibilities may be added as needed
Exhibits confidentiality, flexibility, accountability and professionalism
Prepares correspondence, presentations, spreadsheets, documentation, surveys and schedules meetings and resources
May maintain databases as required by department

Administrative Staff Examples

1

Administrative Staff Job Description

Job Description Example
Our growing company is looking for an administrative staff. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative staff
  • Maintain organization of policies and procedures
  • Assist shipping/custom clearance for office supplies
  • Plans events for VIPs and guests, including scheduling, catering, logistics
  • Assist Healthcare Cost Report and Consulting Department (scan documentation, type correspondence, filing)
  • Organizing and scheduling interviews and meetings (with current and prospective students and faculty)
  • Preparing interview materials and updating post-interview forms
  • Writing and distributing emails, drafting memos and other materials
  • Developing and maintaining a well-organized filing system
  • You will be able to enable our leaders be their very best in their roles
  • By taking care of the small and big details, you will be the backbone of our everyday success
Qualifications for administrative staff
  • Minimum of five years prior work experience, supporting senior leaders at a Fortune 500 corporation or a leading client services company
  • Strong computer skills including Microsoft applications – Outlook, Word, Excel, PowerPoint
  • Demonstrates a strong work ethic, high integrity and commitment to excellence
  • Brings proven experience interacting and communicating with senior management
  • Effectively communicates at all levels of the organization, both internally and externally
  • Must have Bachelor's degree OR an additional 4 years of experience can be substituted for this degree
2

Administrative Staff Job Description

Job Description Example
Our company is searching for experienced candidates for the position of administrative staff. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative staff
  • Reviews, routes and prioritizes mail
  • Arranges and coordinates meetings (including space and equipment)
  • Utilizes basic word processing, spreadsheet and database computer applications
  • Obtaining or verifying information in the processing of unit program data, to provide technical assistance concerning system processed information and resolving problems relating to procedures and deadlines
  • Provides administrative support for the University by answering the phones and providing information, typing, making travel arrangements, and preparing expense reports
  • Develops and maintains spreadsheets and data as needed
  • Helps to organize and conduct departmental events, as directed, by securing space, equipment, food, preparing announcements, agendas, maintaining inventory control, setting up files, making travel arrangements and reservations, and assisting with other events as they occur
  • Works under moderate supervision and clearly defined procedures
  • Obtaining supplies and sorting/distributing mail
  • Advise Commander, Staff, and Employees concerning administrative matter and military personnel management
Qualifications for administrative staff
  • Must fulfill Transport Canada criminal background checks to qualify for unescorted privileges to airport security security identification display areas (SIDA)
  • Knowledge of Administrative Operations
  • Ability to Manage Programs
  • Fort Dix, NJ
  • As a supervisor, you must comply with the Army Civilian Education System (CES) course and timeline requirements
  • At least 3 years of recent high level administrative experience required in a fast-paced setting
3

Administrative Staff Job Description

Job Description Example
Our company is growing rapidly and is looking for an administrative staff. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative staff
  • Review and Maintain correspondence and reports
  • Process military pay actions
  • Solve Problems regarding administrative and military personnel matters
  • Mange Administrative and Military Personnel Operations
  • Review regulations and directives for Administrative Operations and Military Personnel Programs
  • Manage, coordinate and provide administrative support for operational facets of the Internal Medicine Residency IMPACT program
  • Coordinate TSCM inspections with Intelligence Community or Joint Staff Personnel
  • Compile general research for situational awareness pertaining to the inspection location
  • Perform equipment inventory and updates equipment accountability methods
  • Arrange necessary travel for domestic or overseas travel of personnel and equipment
Qualifications for administrative staff
  • Deep knowledge of Japanese culture
  • Excellent computer Microsoft Suite application (Word, Excel, PowerPoint, Lotus Notes)
  • Five or more years of related administration experience or its equivalent, with demonstrated neatness, accuracy and ability to perform assignments associated with specific position
  • Must demonstrate initiative and ability to communicate effectively and work well with others
  • Must be fully bilingual in French and English for support staff positions located in Quebec
  • May be required to wear hearing protection, eye protection and other associated personal protective equipment
4

Administrative Staff Job Description

Job Description Example
Our company is looking to fill the role of administrative staff. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative staff
  • Maintain Outlook “Off Campus” meeting calendar to provide visibility to and help avoid scheduling conflicts for district sponsored group meeting involving campus office staff (i.e., Tuesday Leadership Meetings, Counselor Meetings, Registrar Meetings, AP Meetings, Administrative Assistant/Bookkeeper Meetings)
  • Support Office of the Superintendent with duties as requested
  • Establish administrative reports
  • Coordinate administrative operations
  • Train personnel on administrative operations
  • Prepare and review correspondence
  • Maintain suspense logs
  • Determine work procedures
  • Develop administrative plans
  • Maintain physical inventory records updated
Qualifications for administrative staff
  • Four years’ experience as an administrative assistant including two years’ supporting more than one person
  • Must have experience answering phone in a professional environment
  • Exercise good judgment and discretion at all times
  • Ability to be flexible, and able to shift priorities as demands change
  • Knowledge of Administrative and Personnel Programs
  • Ability to provide written input to Administrative documents
5

Administrative Staff Job Description

Job Description Example
Our growing company is hiring for an administrative staff. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative staff
  • Keep files of all Operations related documents
  • Perform a broad range of advanced secretarial and administrative duties, exercising considerable initiative and judgment
  • Provide assistance to Chief Medical Officer and the Director/Manager Medical Staff Services
  • Provide administrative support for the Chief of Staff in duties outlined in the Chief of Staff job description
  • Facilitate the timely development, proofing, and submission of information for the Chief of Staff and Superintendent as needed
  • Organize the calendar and meetings with the Chief of Staff in order to ensure a focus on the district goals and an effective written, taught, and tested curriculum for students
  • Provide leadership and customer service for others often in ambiguous and challenging situations
  • Assist in the timely collection and assembly of the District Improvement Plan, edit formatting, assemble and convert to various PDF files for inclusion in Board Packet
  • Create and maintain yearly Leadership Administration and Principal Meeting schedules
  • Create and maintain the Cabinet and Superintendent’s Executive Council (SEC) Emergency Call Tree
Qualifications for administrative staff
  • Ability to Manage Administrative Program
  • Fort Gordon, GA
  • This position is subject to the Lautenberg Amendment of 1968
  • Strong administrative and organizational skills and the ability to appropriately prioritize and execute assignments
  • Attention to detail, proven ability to organize own work and work with minimum supervision, and a high degree of initiative, tact, and good judgment
  • Ability to establish effective working relationships with staff at all levels

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