Administrative Officer (GS-0341) | Federal Government Jobs (2022)

  • Betty Boyd
  • January 14, 2022

The Administrative Officer Series includes positions in which the employees are responsible for providing or obtaining a variety of management services essential to the direction and operation of an organization. The paramount qualifications required are extensive knowledge and understanding of management principles, practices, methods and techniques, and skill in integrating management services with the general management of an organization.

Administrative Officer (GS-0341) | Federal Government Jobs (1)

Administrative management work is primarily concerned with providing, securing or negotiating for the resources or services needed to manage and run an organization. It involves direct assistance to the “operating” manager — i.e., the official with the primary responsibility for the direction of an organization or unit established to accomplish a basic goal or mission.

The federal government employs 9,285 administrative officers of which 345 work overseas. The Veterans Administration is the largest employer with 1,809 employed followed by the Health and Human Services with 1,301 and there are 1181 with the Department of the Army. All cabinet level and many large agencies employ this occupation.

An administrative officer aids the operating manager and subordinate operating officials in getting things done through his knowledge of and skills in dealing with organization, methods, funds, people, equipment, and other tools or resources of management. Ordinarily, he has a responsible role in the management of both financial and human resources because of his/her immediate relationship to the operating manager. He generally does key work in several other vital functions or services such as management analysis, procurement, contract administration, property management, space management, security administration, reports management, data processing, and similar or closely related activities.

An administrative officer is a generalist. The total management process is his interest, and the proficiency required involves many aspects of management. General management skills are the paramount requirement. Though aspects such as budget administration and personnel management assume major importance in many positions and other aspects such as procurement and property management are also important in many jobs, no single functional, resource or service area forms a basis for the paramount skills.

(Video) ADMINISTRATIVE OFFICER Interview Questions & Answers! (PASS your Admin Officer Interview with EASE!)

Federal Government Requirements:

  • You must be a U.S. citizen to apply
  • The yearly salary for a GS-11/12 is $72,303.00 to $112,665.00 per year (Santa Cruz, CA vacancy area). GS-12 is $71,012.00 to $92,316.00 per year (Kennesaw, WA vacancy area)

Typical Duties & Occupational Profile:

In the private sector, administrative officers are referred to as administrative services managers.

Administrative services managers plan, coordinate, and direct a broad range of services that allow organizations to operate efficiently.

Administrative services managers plan, direct, and coordinate supportive services of an organization. Their specific responsibilities vary, but administrative service managers typically maintain facilities and supervise activities that include recordkeeping, mail distribution, and office upkeep. In a small organization, they may direct all support services and may be called the business office manager. Large organizations may have several layers of administrative managers who specialize in different areas.

Duties

Administrative services managers typically do the following:

  • Buy, store, and distribute supplies
  • Supervise clerical and administrative personnel
  • Set goals and deadlines for their department
  • Develop, manage, and monitor records
  • Recommend changes to policies or procedures in order to improve operations, such as changing what supplies are kept or how to improve recordkeeping
  • Plan budgets for contracts, equipment, and supplies
  • Monitor the facility to ensure that it remains safe, secure, and well maintained
  • Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems
  • Ensure that facilities meet environmental, health, and security standards and comply with government regulations

Administrative services managers plan, coordinate, and direct a broad range of services that allow organizations to operate efficiently. An organization may have several managers who oversee activities that meet the needs of multiple departments, such as mail, printing and copying, recordkeeping, security, building maintenance, and recycling.

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The work of administrative services managers can make a difference in employees’ productivity and satisfaction. For example, an administrative services manager might be responsible for making sure that the organization has the supplies and services it needs. In addition, an administrative services manager who is responsible for coordinating space allocation might take into account employee morale and available funds when determining the best way to arrange a given physical space.

Administrative services managers also ensure that the organization honors its contracts and follows government regulations and safety standards.

Administrative services managers may examine energy consumption patterns, technology usage, and office equipment. For example, managers may recommend buying new or different equipment or supplies in order to lower energy costs or improve indoor air quality.

Administrative services managers also plan for maintenance and the future replacement of equipment, such as computers. A timely replacement of equipment can help save money for the organization, because eventually the cost of upgrading and maintaining equipment becomes higher than the cost of buying new equipment.

Education

A bachelor’s degree is typically required for someone to become an administrative services manager. However, some jobseekers may be able to enter the occupation with a high school diploma. Those with a bachelor’s degree typically study business, engineering, facility management, or information management.

Work Experience

Administrative services managers must have related work experience reflecting managerial and leadership abilities. For example, contract administrators need experience in purchasing and sales, as well as knowledge of the variety of supplies, machinery, and equipment that their organization uses. Managers who are concerned with supply, inventory, and distribution should be experienced in receiving, warehousing, packaging, shipping, transportation, and related operations.

(Video) PBS NewsHour full episode, Aug. 5, 2022

Important Qualities

Analytical skills. Administrative services managers must be able to review an organization’s procedures and find ways to improve efficiency.

Communication skills. Much of an administrative services manager’s time is spent working with other people. Therefore, communication is a key quality.

Detail oriented. Administrative services managers must pay attention to details. This quality is necessary across a range of tasks, from ensuring that the organization complies with building codes to managing the process of buying equipment.

Leadership skills. In managing workers and coordinating administrative duties, administrative services managers must be able to motivate employees and deal with issues that may arise.

The occupational profile information was excerpted from the Occupational Handbook (OOH) published by the Department of Labor.

GS-0341 Administrative Officer (Excerpted from USA Job Announcement)

Duties

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  • Manage processes and procedures while developing and implementing office initiatives and strategies
  • Serve as the principle administrative advisor providing management, oversight, and control of the business operations
  • Manage the unit’s administrative and financial operations.
  • Serve as the principal administrative and financial adviser to the management officials
  • Provides key assistance in vital services, such as management analysis, manpower, personnel, budget, workload reports, and automatic data processing
  • Studies regulations, reports, and work measurement data within the office, adjusting workloads, reorganizing or changing work processes, functions, and manpower
  • Manages the operating budget. Maintains operation of financial and automated systems activities; duties consist of preparing Government and contractual purchase requests, monitoring the expenditures, and ensuring proper commitments and billings
  • Represents the office in meetings. Manages credit card accounts, commitments, obligations, and expenditures

The positions used as reference for the Federal Government positions were from the National Oceanic Atmospheric Administration (NOAA), and the U.S. Army Corps of Engineers, a part of Department of the Army. The employees for the U.S. Army Corps of Engineers will provide emergency support to disaster stricken areas throughout the US. Employees must pass a stringent medical screening and be prepared to live and work in extremely austere conditions. Work schedule will initially be arduous, with much overtime. Sleeping arrangements may be limited to using a sleeping bag or in the vehicle used to move from location to location. The duty station for pay purposes for these positions is Kennewick, WA with possible 75% or Greater Business Travel in various locations throughout the US.

Job Prospects:

(Source: U.S. Bureau of Labor Statistics, Employment Projection Programs)

Applicants will likely face strong competition for the limited number of higher level administrative services management jobs. However, an increase in the expected number of retirements in upcoming years should produce more job openings. In addition, competition should be less intense for lower level management jobs. Job prospects also are expected to be better for those who can manage a wide range of responsibilities than for those who specialize in particular functions.

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The information provided may not cover all aspects of unique or special circumstances, federal and postal regulations, and programs are subject to change. Our articles and replies are time sensitive. Over time, various dynamic human resource guidance and factors relied upon as a basis for this article may change. The advice and strategies contained herein may not be suitable for your situation and this service is not affiliated with OPM, the postal service or any federal entity. You should consult with school counselors, hiring agency personnel offices, and human resource professionals where appropriate. Neither the publisher or author shall be liable for any loss or any other commercial damages, including but not limited to special, incidental, consequential, or other damages.

About The Author

A Pennsylvania native, Betty Boyd moved to the Tennessee Valley in 1994. She retired in early 2012 after 30 years of Government service. Boyd was an Acquisition Manager/IT Manager/ Project Manager during her 30-year career. Boyd also served as a supervisor and team leader during her career. In 2012 Boyd founded a consulting firm, Boyd Consulting Services, which offers writing services to clients and companies. For more information about these writing services see the following website: http://www.BettyBoydWriting.com/.Betty attended Athens State University, Athens, AL and received a B.B.A. in Management of Technology in 2000. She received her Masters of Science degree from Syracuse University with a concentration in Information Management in 2007. Boyd is a certified Level III contracting professional and she received a Masters level certificate in Project Management from the National Defense University in 2008.

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FAQs

What does an Administrative Officer for the government do? ›

Supervises and assists in the direction of a major department; assists a senior official in the development of operating procedures; confers with him on matters affecting personnel, policy and other administrative problems; makes complex operational decisions; supervises a number of subordinate staff.

What series is an Administrative Officer? ›

The Administrative Officer Series includes positions in which the employees are responsible for providing or obtaining a variety of management services essential to the direction and operation of an organization.

What is Administrative Officer II? ›

ADMINISTRATIVE OFFICER II. DESCRIPTION OF WORK. This is administrative work assisting in directing the activities of a large-scale divisional, department, or university program or in administering a specialized program or activity.

What are the duties of a senior Administrative Officer? ›

Oversee, direct, and coordinate the work of lower level staff. Select, supervise, train, and evaluate staff. Participate in the development and administration of department goals, objectives, and procedures. Prepare and administer large program budgets.

What is the qualification for Administrative Officer? ›

Administrative Officer Requirements:

High school diploma or GED. Bachelor's degree in business administration or business management is advantageous. Proven experience working in an office environment. Proficiency in all Microsoft Office applications.

What is the salary grade of Administrative Officer 1? ›

Administrative Assistant I
TitleAdministrative Assistant I
Salary GradeSG 07 – PHP 17, 899 + 2,000 (PERA)
Item No.NWPCB-ADAS1-1-2020
Qualification Standards:
EducationCompletion of two (2) years studies in college
4 more rows
Mar 17, 2022

What are the 7 administrative roles? ›

Seven excellent administrative skills to include in a resume
  • Microsoft Office.
  • Communication skills.
  • The ability to work autonomously.
  • Database management.
  • Enterprise Resource Planning.
  • Social media management.
  • A strong results focus.
Feb 16, 2021

What are the competencies of an Administrative Officer? ›

Attention to Detail. Collaboration. Communication. Continuous Learning and Self Development.

What is GS 301 series? ›

Positions classified in the Miscellaneous Administration and Program Series, GS-0301, involve specialized work for which no appropriate occupational series has been established. Typically, positions in this series are too few of a kind to have been recognized as separate lines of work.

What is the salary grade of Administrative Officer IV? ›

Salary Grade Table for All Government Plantilla Positions
Government Plantilla ItemsSalary Grade (SG)
Administrative Officer IV15
Administrative Officer IV22
Administrative Officer V18
Administrative Officer V24
242 more rows

What is the meaning of Administrative Officer? ›

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. Build a Job Description.

What is an Administrative Officer in the civil service? ›

Civil Service administrative officers work in government departments, carrying out policies and running services for the public.

Why should we hire you as an Administrative Officer? ›

How to Answer. Your response to the administrative position may be: “From what you've said and the research that I've done, your company is seeking an administrative assistant who has excellent organizational skills and is comfortable with technology. My experience makes me a strong fit for this position.

How do I prepare for a senior Administrative Officer interview? ›

ADMINISTRATIVE OFFICER Interview Questions & Answers! (PASS your ...

What are high level administrative duties? ›

High-level executive assistants perform routine office duties when working in a smaller offices. These include making telephone calls, researching gift ideas and accepting delivery packages. In a larger office, high-level executive assistants may supervise workers who perform these duties, such as receptionists.

Is administration a good career? ›

Administration experts are in high demand all over the world, with over a million people now employed in public administration roles. Companies in the public and private sectors need administrators to organise and manage client files, payroll records, CPD events, staff details, meetings and appointments.

What salary grade is Administrative Officer V? ›

Administrative Officer V (Records Officer III)
TitleAdministrative Officer V (Records Officer III)
Salary GradeSG 18 – PHP 45,203 + 2,000 (PERA)
Item No.NWPCB-ADOF5-11-2004
Qualification Standards:
EducationBachelor's Degree
4 more rows
May 13, 2022

How much is salary grade 13? ›

₱28,276

What is the highest paying administrative job? ›

10 High-Paying Administrative Jobs to Pursue
  1. Medical coding manager. ...
  2. Senior executive assistant. ...
  3. Facilities manager. ...
  4. Senior data entry specialist. ...
  5. Executive assistant. ...
  6. Medical executive assistant. ...
  7. Call center manager. ...
  8. Certified professional coder.
Oct 26, 2021

What is the highest position in administration? ›

High-Level Administrative Job Titles
  • Office Manager.
  • Executive Assistant.
  • Senior Executive Assistant.
  • Senior Personal Assistant.
  • Chief Administrative Officer.
  • Director of Administration.
  • Director of Administrative Services.
  • Chief Operating Officer.
Dec 7, 2018

What are the 4 types of administrators? ›

Types of Administrators
  • cybozu.com Store Administrator. An administrator who manages cybozu.com licenses and configures access controls for cybozu.com.
  • Users & System Administrator. An administrator who configures various settings, such as adding users and security settings.
  • Administrator. ...
  • Department Administrators.

What are the three basic administrative skills? ›

Within this definition, successful administration appears to rest on three basic skills, which we will call technical, human, and conceptual.

Is admin job hard? ›

Whether it's finance, mining, legal, film, and/or retail, this position can be extremely demanding, and definitely deserves some recognition. Some might believe that being an administrative assistant is easy. That's not the case, administrative assistants work extremely hard.

What are the top 3 skills of an administrative assistant? ›

Top 10 Administrative Assistant Skills
  • Organization.
  • Time management.
  • Interpersonal skills.
  • Written communication.
  • Verbal communication.
  • Attention to detail.
  • Microsoft Word, PowerPoint, and Excel.
  • Adaptability.

What is a GS 0301 13? ›

GS-0301-13. Introduction. This position is located in the Chief Information Office, Enterprise System Development Office (ESDO). The incumbent provides web metrics leadership for the Department of Homeland Security covering the disciplines of usability, analytics, and satisfaction and business goals.

What is a Grade 14? ›

GS-14 is the 14th paygrade in the General Schedule (GS) payscale, the payscale used to determine the salaries of most civilian government employees. The GS-14 pay grade is generally reserved for top-level positions such as supervisors, high-level technical specialists, and top professionals holding advanced degrees.

What is a federal job series codes? ›

In the federal government, every employee is classified based on their job functions, which are broken down into "series" identified by a four-digit job series number. Each series contains a number of related job titles.

What is Administrative Officer IV? ›

Responsible for planning, directing, coordinating, and supervising all administrative services functions, personnel administration, general services, supply/ records management, and budgeting.

Is plantilla position permanent? ›

Regular employees hold permanent (also called “plantilla”) positions in the government and enjoy a full employer-employee relationship.

How much is the salary of Administrative Officer IV in the Philippines? ›

Administrative Officer IV Salaries
Job TitleSalary
Philippine Drug Enforcement Agency Administrative Officer IV salaries - 1 salaries reported₱32,053/mo
Municipality of Itogon Administrative Officer IV salaries - 1 salaries reported₱32,000/mo
18 more rows

What are administrative duties examples? ›

Administrative tasks are duties related to maintaining an office setting. These duties vary widely from workplace to workplace but most often include tasks such as scheduling appointments, answering phones, greeting visitors, and maintaining organized file systems for the organization.

What is Administration Officer Level 3? ›

The purpose of this role is to provide a high standard of administrative support and customer service within the outpatient services, both in the front-line and back-office roles.

How do you get into government administration? ›

4 Steps to Becoming a Certified Public Administrator
  1. Earn a Bachelor's Degree. A bachelor's degree is typically the minimum credential for a public administration career. ...
  2. Gain Work and Community Experience. ...
  3. Consider a Master's Degree. ...
  4. Complete Public Administration Certification.

What is the highest rank in civil service? ›

The highest ranking civil servant is the Cabinet Secretary. They are ex-officio Chairman of the Civil Services Board; the chief of the Indian Administrative Service and head of all civil services under the rules of business of the Government of India.

Is the civil service hard to get into? ›

The civil service fast stream is highly prestigious and competitive; in 2014 less than 5% of applicants were offered a place. If you haven't sent your application off, there's still time. But with around 20,000 people applying each year, it's inevitable that many bright and talented graduates won't get on the scheme.

What are the interview questions for Administrative Officer? ›

Interview Questions for Administrative Officers:
  • How would you go about securing a conference room for an emergency meeting? ...
  • How do you prepare accurate expense reports? ...
  • How to you complete multiple administrative tasks assigned to you? ...
  • What do you think is the most important aspect of office administration?

How do you introduce yourself as an Administrative Officer? ›

Introduce yourself and tell me why you want to become an Administrative Officer? SUGGESTED ANSWER: “I am an attentive, professional and passionate Administrative Officer who, over the years, has gained lots of experience in a variety of different situations that means I will always perform my duties diligently.

What questions do they ask in an admin interview? ›

Popular admin job interview questions
  • QUESTION: How do you handle stress?
  • QUESTION: Why do you want to be an administrative assistant?
  • QUESTION: What computer skills do you have?
  • QUESTION: Tell me about a time when you had to deal with a difficult client or customer.
  • QUESTION: How do you stay organized?
  • Get more answers.

What are your weaknesses as an administrator? ›

So as a recap, the four answers that you can give when being asked, what are your greatest weaknesses, are, I focus too much on the details, I've got a hard time saying no sometimes, I've had trouble asking for help in the past, and I have a hard time letting go of a project.

How do you answer the question Tell me about yourself as an Administrative Officer? ›

To answer the question 'tell me about yourself,' you should mention your educational qualifications, job experience, and skills. An example is, “I am a business administration graduate and I have been working as an administrative assistant for five years.

What are 4 administrative activities? ›

Administrative tasks, duties, and responsibilities by category
  • Answering phone calls and emails.
  • Greeting clients and visitors.
  • Communicating with senior managers and other colleagues.
  • Answering customers' questions.
  • All types of business correspondence.

What skills do you need for administration? ›

However, the following skills are what administration employers typically seek:
  • Communication skills. ...
  • Filing / paper management. ...
  • Bookkeeping. ...
  • Typing. ...
  • Equipment handling. ...
  • Customer service skills. ...
  • Research skills. ...
  • Self-motivation.
Jan 20, 2019

What qualifies as administrative experience? ›

Someone with administrative experience is currently or has previously held a position with significant secretarial or clerical responsibilities. Administrative experience can take many forms, but it generally refers to communication, organization, research, scheduling, and office support skills.

What are administrative duties and responsibilities? ›

What does an administrator do?
  • Preparing, organising and storing information in paper and digital form.
  • Dealing with queries on the phone and by email.
  • Greeting visitors at reception.
  • Managing diaries, scheduling meetings and booking rooms.
  • Arranging travel and accommodation.
  • Arranging post and deliveries.

What are the qualities of a good Administrative Officer? ›

What Are the Top Qualities of an Administrator?
  • Commitment to Vision. Excitement trickles down from leadership to the employees on the ground. ...
  • Strategic Vision. ...
  • Conceptual Skill. ...
  • Attention to Detail. ...
  • Delegation. ...
  • Growth Mindset. ...
  • Hiring Savvy. ...
  • Emotional Balance.
Oct 12, 2020

Why should we hire you as an Administrative Officer? ›

How to Answer. Your response to the administrative position may be: “From what you've said and the research that I've done, your company is seeking an administrative assistant who has excellent organizational skills and is comfortable with technology. My experience makes me a strong fit for this position.

What is the meaning of Administrative Officer? ›

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. Build a Job Description.

What are the 4 types of administrators? ›

Types of Administrators
  • cybozu.com Store Administrator. An administrator who manages cybozu.com licenses and configures access controls for cybozu.com.
  • Users & System Administrator. An administrator who configures various settings, such as adding users and security settings.
  • Administrator. ...
  • Department Administrators.

What are 4 administrative activities? ›

Administrative tasks, duties, and responsibilities by category
  • Answering phone calls and emails.
  • Greeting clients and visitors.
  • Communicating with senior managers and other colleagues.
  • Answering customers' questions.
  • All types of business correspondence.

What skills do you need for administration? ›

However, the following skills are what administration employers typically seek:
  • Communication skills. ...
  • Filing / paper management. ...
  • Bookkeeping. ...
  • Typing. ...
  • Equipment handling. ...
  • Customer service skills. ...
  • Research skills. ...
  • Self-motivation.
Jan 20, 2019

Is admin job hard? ›

Whether it's finance, mining, legal, film, and/or retail, this position can be extremely demanding, and definitely deserves some recognition. Some might believe that being an administrative assistant is easy. That's not the case, administrative assistants work extremely hard.

What are the three basic administrative skills? ›

Within this definition, successful administration appears to rest on three basic skills, which we will call technical, human, and conceptual.

What are the top 3 skills of an administrative assistant? ›

Top 10 Administrative Assistant Skills
  • Organization.
  • Time management.
  • Interpersonal skills.
  • Written communication.
  • Verbal communication.
  • Attention to detail.
  • Microsoft Word, PowerPoint, and Excel.
  • Adaptability.

What are the interview questions for Administrative Officer? ›

Interview Questions for Administrative Officers:
  • How would you go about securing a conference room for an emergency meeting? ...
  • How do you prepare accurate expense reports? ...
  • How to you complete multiple administrative tasks assigned to you? ...
  • What do you think is the most important aspect of office administration?

How do you introduce yourself as an Administrative Officer? ›

Introduce yourself and tell me why you want to become an Administrative Officer? SUGGESTED ANSWER: “I am an attentive, professional and passionate Administrative Officer who, over the years, has gained lots of experience in a variety of different situations that means I will always perform my duties diligently.

What questions do they ask in an admin interview? ›

Popular admin job interview questions
  • QUESTION: How do you handle stress?
  • QUESTION: Why do you want to be an administrative assistant?
  • QUESTION: What computer skills do you have?
  • QUESTION: Tell me about a time when you had to deal with a difficult client or customer.
  • QUESTION: How do you stay organized?
  • Get more answers.

What is the salary grade of Administrative Officer IV? ›

Salary Grade Table for All Government Plantilla Positions
Government Plantilla ItemsSalary Grade (SG)
Administrative Officer IV15
Administrative Officer IV22
Administrative Officer V18
Administrative Officer V24
242 more rows

What is an Administrative Officer in the civil service? ›

Civil Service administrative officers work in government departments, carrying out policies and running services for the public.

What is the salary grade of Administrative Officer V? ›

Administrative Officer V (Records Officer III)
TitleAdministrative Officer V (Records Officer III)
Salary GradeSG 18 – PHP 45,203 + 2,000 (PERA)
Item No.NWPCB-ADOF5-11-2004
Qualification Standards:
EducationBachelor's Degree
4 more rows
May 13, 2022

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