Applied Systems Development (ASD) Corporation
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Professional and Administrative Services

ASD provides administrative personnel to perform a wide variety of administrative duties. For example, we can provide personnel to perform general administrative support duties or to specialize in finance, marketing, human resources, or engineering.


Concentrations

Some administrative personnel perform only the duties listed below. Others perform them along with their assigned duties. However, their title will clearly express their special area of concentration.

Priorities:

  • Relieve Management of Administrative Detail and All Projects
  • Coordinate Workflow
  • Update and Chase Delegated Tasks to Meet Deadlines
  • Take Initiative in Manager's Absence
  • Keep Projects on Schedule
  • Maintain Procedures Manual to Ensure Consistent Performance of Routines
Businessman

Communication:

  • Compose Correspondence/Reports for Own or Manager's Signature
  • Arrange Essential Mail in Priority Action Order for Boss
  • Check Deadlines on Incoming Requests and Put Preliminary Work in Play
  • Process Replies on Own Initiative or From Boss's Dictation or Notes
  • Research, Draft, or Abstract Reports

Phone:

  • Handle All Inquiries within Own Capacity
  • Arrange Callbacks to Protect Boss's Time
  • Provide Backup Materials for Callbacks
  • Route Calls Elsewhere as Needed
  • Do Phone Surveys/Inquiries as Needed

Appointments and Meetings:

  • Prepare Agenda in Advance
  • Arrange Meeting Facilities
  • Act as Recording Secretary and Prepare Action Minutes

Confidentiality:

  • Perform to Earn Boss's Full Confidence
  • Assure Discreet Handling of All Business

Visitors:

  • Screen to Control Interruptions
  • Provide Backup Data as Needed
  • Arrange Amenities as Needed
  • As Arranged, "Rescue" Boss from Laggards
  • Schedule Visits Away from Boss's Area to Protect Priority/Private Tasks

Travel:

  • Arrange Travel Through Internal or Outside Agents
  • Arrange Travel Cash in Advance
  • Prepare Itinerary, Trip File, and Supplies
  • Prepare Expense Report Tools for Boss
  • Complete Expense Reports after Trip

Data Management:

  • Improve Storage/Retrieval Systems
  • Update and Manage Repositories
  • Establish Record-Keeping Procedures

Financial Assistance:

  • Budget
  • Acquisition
  • Contracts
  • Accounting

Routines:

  • Update Secretarial/Clerical Desk Manual
  • Set Up "Tickler" System
  • Set Up "Exception Reporting" System to Handle Routines without Supervision
  • Routinely Reorder Department Supplies
  • Update Mail/Phone Directories and Make Them Available to Trainees

Projects:

  • Handle Administrative Detail and All Projects
  • Seek Training on Projects Outside Own Range
  • Seek Greater Role in Projects within Administrative and Other Areas of Competence

Supervision:

  • As Required, Recruit, Hire, Train, and Supervise Part-Time or Full-Time, Paid, or Unpaid/Volunteer Secretarial or Clerical Staff

Advanced Areas:

At the advanced levels, office administration is about methods for handling work; it requires a constant audit of the way a company does things and a willingness to rock the boat for greater economy and efficiency in getting work done. Here are some typical tasks:

  • Study and Review Company or Department Procedures
  • Recommend Management Action to Improve Standard Operating Procedures - Present Comparisons on Costs, Risks, and Benefits
  • Take Part in Any Administrative Meetings to Assure Secretarial Follow-Through
  • Develop and Test New Procedures
  • Take Initiative on Requests and Inquiries of Administrative Nature, Especially When Boss's Specialty Is Not Administrative
  • Prepare and Control Administrative Budgets

Standard Professional and Administrative Job Descriptions

Some administrative personnel perform only the duties listed below. Others perform them along with their assigned duties. However, their title will clearly express their special area of concentration.

  • Executive Assistant: Performs administrative duties for executive management. Responsibilities may include screening calls, making travel and meeting arrangements, preparing reports and financial data, training and supervising other support staff, and handling customer relations. Requires strong computer and Internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
  • Senior Executive Assistant: Duties include those described for the executive assistant, but require stronger work experience within each function. Supports the most senior executive, particularly in large corporations. May supervise other administrative staff. Possesses advanced computer skills, along with the ability to train others on system usage. A premium paid for specific industry or market experience.
  • Senior Administrative Assistant: Duties include those described for administrative assistant, but require stronger work experience within each function. Supports senior-level managers and may supervise other support staff. A premium is paid for specific industry or market experience. Advanced computer skills with the ability to train others in system usage are preferred.
  • Administrative Assistant: Performs administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing. Extensive software skills are required, as well as Internet research abilities and strong communication skills. Staff in this category also may have the title of department assistant, coordinator, or associate.
  • Entry-Level Administrative Assistant: Performs a variety of Internet research functions and uses word processing, spreadsheets, and presentation software. Duties also include fielding telephone calls, filing, and data entry. May assist with overflow work from administrative and executive assistants and fill in for the office receptionist as needed.
  • Financial Assistant: Duties include investment management support, E-300 planning, budget development, contract support, cost-benefit analysis, earned value management and analysis, forecasting, and acquisition support.
  • Senior Office/Facilities Manager: Responsibilities include those described for office manager, but this position requires more extensive experience and management skills. Duties may include selecting office vendors and supervising purchasing processes, directing mailroom and maintenance staff, and coordination of regular building maintenance staff. Solid communication and staff management skills are required, as well as some accounting knowledge.
  • Office/Facilities Manager: Coordinates various office support services, including purchasing and facilities management. Requires strong communication skills and some accounting knowledge. May include supervision of office administrative staff.
  • Human Resources Assistant: Responsibilities may include screening telephone calls, scheduling interviews, researching the Internet to locate potential job candidates, scanning resumes, assisting with planning new employee coordination meeting, compiling materials, and maintaining employee database records. Strong computer skills are required, as well as sensitivity to confidential matters.
  • Marketing Assistant: Duties include those described for administrative assistant, but this position typically supports a marketing department exclusively. May assist both full-time employees and consulting or freelance staff. Additional duties include assisting with trade show and event planning, creating or updating presentation software files, tracking budgets and expenses, and communicating with external creative service providers.
  • Sales Assistant: Duties include those described for administrative assistance, but this position supports a sales department exclusively. May assist regional sales staff based in remote locations (i.e., not in the central office). Additional responsibilities may include processing expense reports, coordinating the submission of proposals, planning meetings, tracking sales progress, troubleshooting minor technical problems, maintaining department database records, and serving as a liaison between traveling sales representatives and staff based in the home office. Strong computer and organization skills are required.
  • Project Coordinator: Works with internal and external parties to organize the various components needed to initiate, run, and conclude major projects. Duties include coordinating schedules and activities, placing orders for supplies and services, and tracking progress and results. Requires excellent communication skills and extensive knowledge of database and project management software. Often reports to product development, project management, or marketing executives. The position is especially prevalent in construction, transportation, and technology industries. A premium is paid for the industry experience.
  • Presentation/Graphics Specialist: Duties include using presentation software programs, such as Microsoft PowerPoint, to create presentations for meetings and events. Also may edit material and provide basic instruction to presenters on how to use a particular program.
  • Logistics Coordinator: Responsible for the logistical processing of customer orders, which include coordination with vendors, sales staff, customer service representatives, billing representatives, warehouse, and shippers. Arranges shipment of requested items, goods, or merchandise. Some background experience in purchasing, inventory control, transportation, and warehousing functions is needed. Computer proficiency also is required.
  • Front Desk Coordinator: Manages the company's lobby area. Greets and directs all visitors, including vendors, clients, job candidates, and customers. Ensures completion of paperwork and sign-in and security procedures. Handles special administrative projects, as well as overflow work from department and executive assistants. Depending on the size of the firm, also may answer incoming calls.
  • Receptionist: Greets visitors, handles incoming calls, and performs general administrative duties. Also may assist other administrative staff with overflow work, including word processing, data entry, and Internet research tasks.
  • Switchboard Operator: Places, receives, and routes a high volume of calls through an electric switchboard. Supplies information to callers, relays messages, and announces visitors.
  • Office Assistant: Performs basic clerical tasks. Operates basic office equipment and sorts and routes incoming materials. May require computer and data entry skills.
  • Mail Assistant: Sorts and distributes incoming and outgoing mail. Operates manual and electrical mailing equipment. Position usually found in larger companies.
  • File Clerk: Performs basic clerical tasks, such as systematically arranging letters, memoranda, invoices, and other indexed documents according to an established system. Operates office equipment and completes general office work. Sorts and distributes mail. Required proficiency in basic word processing, spreadsheet and database programs. Additional duties may include answering telephones and some data entry.
  • Customer Service Manager: Hires, trains, and manages members of the customer service department. Resolves difficult issues regarding client complaints and other matters. Works closely with managers in other departments, such as sales, on updating policies and procedures for client services.
  • Senior Customer Service Representative: Duties include those described for customer service representative, but require stronger work experience for each function. Additional duties may include proactive communication with customers via telephone, email, or regular mail; managing database records; drafting status reports on customer service issues; and supervising staff.
  • Customer Service Representative: Duties include receiving and placing telephone calls. Maintains solid customer relationships by handling their questions and concerns with speed and professionalism. Performs data entry and uses software programs. Also may require research skills to troubleshoot customer problems. Excellent communication skills are essential.