Administrative Officer

Full Time

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Administrative Officer Job Description: Top Duties and Qualifications


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Last updated: October 11, 2023


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:


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


Administrative Officer Job Description Examples




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Example 1


Looking for a new career? We are a unique county joinder in Bedford and Somerset Counties in operation for 55 years. Learn more about us at [website] .


This professional position serves as Facilities Manager/Administrative Officer to manage the administrative operational duties of all agency facilities and capital improvement projects for DBHS in both Bedford and Somerset County. Assist by participating in the development, recommendation, and administration of policies, procedures and processes in support of departmental and agency operations with a focus on facilities and fleet management. This person must be able to work with a large degree of independence.


*Assist the Deputy Administrator in the development and administration of building maintenance, grounds and fleet budget, makes budget recommendations and requests based upon analysis and need through established preventative maintenance processes/programs and completing ongoing facility and fleet inspections.


Maintains detailed records of equipment upgrades and replacements according to vendor suggested timeframes.


Keeps thorough and updated inventory records.


Collaborates with IT Department regarding office moves, capital improvement/ construction projects, etc. when computer, phone, security, or other set up processes are impacted.


Develops, recommends, and administers policies, procedures, and processes and conducts research, prepares detailed reports, summarizes findings, and makes recommendations to Executive Team for change and improvement.


Administers procurement and fiscal management activities associated with building, grounds and fleet maintenance.


Supervises two full-time maintenance/fleet staff and provides oversite to part-time custodial workers.


Trouble-shoots and responds to after-hour issues as needed regarding the operational aspects of the facilities such as security systems issues, fire alarm malfunctions, electrical outages, water leaks, etc.


Assure a safe environment for all employees, consumers and the public.


Updates and maintains inventory lists of department equipment, agency equipment, furniture, tools, supplies, and facility and fleet keys. Monitor equipment usage, vehicle usage, including life-cycle and replacement costs.


Responsible for coordinating and negotiating projects with contracted vendors. Monitors and oversees the work of contractors.


Serves as a liaison with other departments within the agency, the county, external agencies, and the general public. Participates in the Safety Committee and in a variety of meetings, committees, and represents the agency at County General Authority meetings as needed.


Attend In-service trainings and perform other related duties as required.


This position has a shared responsibility for assisting the Agency s executive team with overseeing and monitoring the Agency s operations 24/7. This position may be required to work remotely during scheduled times off, off hours and/or weekends, or have the need for flexibility to work remotely during regular business hours, and therefore this position is considered an ongoing hybrid position for business necessity.


Work Location and Hours:


This position could be located at the Somerset Office at 245 West Race Street, Somerset, PA, or the Bedford Office at 1243 Shed Road, Bedford, PA, depending on the selected applicant. Position must travel to opposing county as needed.


Typically Monday – Friday, 8:00 a.m. – 4:00 p.m.


Excellent benefits including:


12 paid holidays per year


Pension plan with agency match


Vehicles for staff to use for work purposes


Training opportunities


Family friendly workplace


and MORE!


Job Type: Full-time


Pay: $35,276.00 per year



Dental insurance

Employee assistance program

Flexible spending account

Health insurance

Life insurance

Paid time off

Vision insurance

Experience level:

2 years


Monday to Friday

Work setting:







Bachelor’s Location: In person


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Example 2


Applicants must complete a Currituck County employment application to be considered for this position. Online applications can be completed by visiting [website]


Job DutiesUnder the supervision of the County Director of Social Services, performs professional administrative and supervisory tasks to provide the clientele and employees of social services support in work areas of the organization and supervision of fiscal and budgetary operations, purchasing, office services and other general managerial functions. The agency Director and this position carry all the financial responsibility for the department, and it is this position’s responsibility to perform all daily, weekly and monthly duties to maintain and monitor the agency’s budget and the state and federal funds allocated to the county. Assists the Director in performing a variety of duties, of which involves managing resources to meet changing demands and mandates. Assists in the overall operation of the agency. The employee provides executive administrative and secretarial support to the Director. This position has a number of administrative and program responsibilities delegated by the Director. This employee collaborates regularly with other county departments. The position regularly utilizes diverse computer systems such as Ncfast, NC-CoReLs, MUNIS and the automated daysheet system for a variety of administrative, fiscal and programmatic operations. Prepares contracts. Manages building maintenance, including purchasing supplies, equipment and furniture; and coordinating repairs. Establishes and prepares the department’s budget in consultation with the Director and monitors expenses throughout the fiscal year. This position has the responsibility of the completion of the 1571 reimbursement report, in accordance with the Fiscal Manual policies and procedures monthly to bring Federal and State funding revenues back into the county. This position approves and processes invoices for payment and processes payroll and timecards for the department. Supervises administrative support/clerical staff positions. Occasional travel is required to attend trainings or meetings. This position is exempt.


Minimum Training AND Experience Requirements: Graduation from a four-year college or university and one year of experience in personnel, budgeting, research or administrative management; or graduation from high school and 5 years experience in personnel, budgeting, research or administrative management; or an equivalent combination of education and experience;




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