WORK PROCESSES
OFFICE MANAGER/ADMINISTRATIVE SERVICES
O* NET/SOC CODE: 11-3011.00 RAPIDS CODE: 1033
Office Manager/Administrative Services is responsible for a variety of administrative and clerical duties that are necessary to run and maintain organizations efficiently. Managerial training for office manager/administrative services should include prioritizing units’ work, assigning work to others, organizing and analyzing operations and procedures, reviewing/revising work and forms, teambuilding and supervision and managerial skills.
ON THE JOB TRAINING SCHEDULE (OJT)
APPROXIMATE HOURS
Keyboarding/Computer Applications—Supervision
400
1. Prioritize work assignments
2. Choose appropriate software and format/type letters, memos reports, tables, business forms, financial documents
3. Proofread and edit documents using automatic software features
4. Backup, retrieve/delete, files, save/name/print documents/ envelopes and lists/forms
5. Merge mailing lists/forms
6. Design and /or type newsletter, announcement and brochure
7. Import graphics/data
8. Create and/or manage databases
9. Create and/or manage spreadsheets
10. Use macros
11. Type agendas, meeting minutes, legal documents
12. Use boilerplate materials
Records Management—Supervision
400
1. Prepare file folders and labels (color coding)
2. File four basic filing methods and retrieve information
3. Prepare cross-references for filing documents
4. Use a tickler follow up file
5. Maintain contents of files
6. Follow retention/transfer/purge/destroy procedures
for files
7. Apply computer conventions for filing
8. Use/prepare PC directories
9. Establish subject filing master index
10. Select filing supplies and storage equipment
11. Use pending, reading and suspense files
Office Procedures—Management
400
1. Greet visitors professionally
2. Maintain visitor records
3. Make/take/transfer calls using correct telephone
techniques
4. Take accurate messages
5. Handle people/customers professionally
6. Make/cancel appointments
7. Use a telephone directory
8. Contact appropriate associates
9. Coordinate schedule/meetings/projects/conferences
10. Take meeting minutes
11. Make meeting minutes
12. Make travel arrangements/itineraries
13. Read maps, recognize time zones
14. Make photocopies, assemble/collate/staple documents
15. Maintain photocopiers
16. Maintain office supply inventory and order office
supplies using purchase orders
17. Use reference and instruction manuals
18. Use electronic dictionaries, thesauruses
19. Set priorities, manage time, arrange workstations
20. Display supervision skills
21. Complete expense reports and forms
22. Portray a good company image
23. Follow safety practices
Communication Skills
300
1. Speak and write clearly and concisely
2. Use appropriate grammar
3. Ask questions clearly
4. Use positive tone of voice
5. Follow directions (oral and written)
6. Give clear instructions
7. Demonstrate ability to present information orally
8. Exhibit good listening skills
9. Demonstrate ability to use shorthand/speedwriting/note taking
Computational Skills (if applicable)
300
1. Perform mathematical computations (interest, percentage,
discounts and averages)
2. Use accounting software
3. Demonstrate 10 key calculation skills by touch
4. Post from journals to ledgers
5. Use steps to locate errors in accounting
6. Demonstrate ability to make monetary change
7. Prepare payrolls data
8. Handle accounts receivable/accounts payable
cash receipts
9. Prepare bank deposit, reconcile bank statements
10. Compute petty cash totals
11. Prepare invoices
Mail Processing Managerial Instruction to include
100
1. Use a postage machine
2. Process incoming/outgoing/interoffice mail
3. Maintain mail registers
4. Process faxes
5. Prepare E-mail messages
6. Send E-mail messages
7. Use a zip code directory
Interpersonal/Employability Skills—Managerial Training
100
1. Demonstrate punctuality/dependability/flexibility
2. Demonstrate positive attitude/ethics
3. Demonstrate teamwork skills
4. Demonstrate ability to work with all types of
people in a diverse workplace
5. Demonstrate awareness of cultural diversity
6. Demonstrate critical thinking/problem solving skills
7. Demonstrate resume writing and interviewing skills
8. Follow line of authority
9. Supervise/train office workers
10. Delegate work
11. Handle multiple responsibilities
12. Demonstrate cost consciousness
Computation Skills—Supervision
300
1. Use calculator or adding machines efficiently
2. Demonstrate familiarity with basic computer terminology
3. Use/create spreadsheets and databases for compilation of a source data
4. Use accounting payroll software applications
Accounts Receivable—Supervision
300
1. Prepare billing invoices check for accuracy
2. Verify record, and post customer/client transactions
3. Maintain aging of accounts receivables ,i.e. 30, 60, 90, 180 days
4. Adjust/apply finance charges when necessary.
Send overdue notice
5. Generate outstanding accounts receivable listing
6. Run monthly billing cycles
7. Supplement computerized processed with paper trail i.e., maintain accounts receivable filing
8. Purge uncollectible and send to collection
Accounts Payable—Supervision
300
1. Verify record and post all payable into current system
2. Prepare, record and organize purchasing documents, i.e. purchase order invoices warranty information etc.
3. Maintain monthly accounts payable/disbursements listing
4. Prepare disbursement check and record payable information in appropriate check register
5. Prepare 1099 tax reports where applicable
Banking Procedures—Supervision
300
1. Complete check registers manually or electronically
2. Prepare deposit slips, prove to receipt reports
3. Maintain and update checking, saving and money market accounts
4. Reconcile various bank statements
5. Prepare outstanding check lists
Payroll preparation—Supervision
300
1. Demonstrate understanding of the processes and function of time cards, payroll registers, payroll earning forms
2. Verify and record information for w-4 forms into employee data
3. Calculate employee earnings based on hourly time records or based on annual salary
4. Enter data into current payroll system
5. Complete payroll data for in hours/outsourced payroll check generation
6. Calculate process payroll taxes through bank deposits and/or EFTPS
7. Prepare monthly, quarterly, and annual state and federal payroll reports, i.e. withholding employment disability etc.
Inventory Control—Supervision
200
1. Demonstrate ability to take physical and perpetual inventory
2. Compare inventories to locate shrinkage or shortage, prepare comparison report
3. Maintain inventory data base and reports
Auditing/Reporting—Supervision
300
1. Demonstrate knowledge of the functioning of a business entity
2. Identify, maintain, and generate various reportsused in connections with booking procedures, i.e., Aged Accounts Receivable, outstanding Accounts
3. Payable, Inventory control reports and payroll reports
4. Maintain source documents to prove above reports
5. Demonstrate understanding of monthly close outs of bookkeeping records
TOTAL HOURS
4000
RELATED INSTRUCTION OUTLINE
Suggested 1st Year
APPROXIMATE HOURS
Office Procedures: Supervision
64
Office Management
Secretarial Duties
Time Management
File Management
Record Keeping
Supply Inventory
Supervisory Skills
64
Team Building Skills
Conflict Resolution
Training the Adult Learner
Diversity Training
Sensitivity Training
Supervision Applications
16
Computer Application
Creating, editing and proofreading word processing documents
Returning data
Creating spreadsheets, databases and documents
Developing graphics and importing to text
Suggested 2nd Year
APPROXIMATE HOURS
Supervision and Managerial Skills
68
Interpersonal/Employability Skills
Communication Skills
Organization Skills
Personnel procedures
Management responsibility
Accounting and Financial Services–Supervision
68
Theory of Accounting Cycle
Payroll
Banking procedures
Journal and Ledgers
Office Equipment–Supervision 8
Using the copier
Fax
Electronic Mailing
Internet Communication
TOTAL HOURS
288
Other related courses as deemed necessary by the sponsor and/or the Apprentice Coordinator.
