Activity Sheet on the Role of an Office Manager

8/9/2019 Activity Sheet on the Role of an Office Manager

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Administration and Office Management Course

Information Sheet 1.1

ROLE OF AN OFFICE MANAGER/ADMINISTRATOR

UNIT TITLE: Role of an office manager / administrator

OBJECTIVE:

1. Define and understand the role of the office manager / administrator.

2. Understand the role of the office manager / administrator.

3. Identify the positive traits an office manager/administrator must possess

I. What Is An Office Manager?

An office manager is an individual who oversees the running of a business.

This individual will plan, coordinate and also oversee various business functions which

are performed by the other employees of the company or corporation.

The office manager not only will supervise the work of other employees but they will perform a wide range of tasks themselves in their role as office manager.

II. General Responsibilities of an Office Manager

There are a number of general responsibilities concomitant with the role of office

manager. These will vary from business to business but many of the responsibilitiesinclude (1) hiring and firing of employees, (2) ordering supplies, (3) performing payroll

duties, (4) performing accounting duties, (5) taking phone calls and (6) performing

general everyday tasks necessary for the efficient running of the business.

Most businesses have one primary office manager however some may have two or more

individuals who share the managerial duties.

III. Specific Duties of the Office Manager

An office manager will perform various specific duties in their professional role. In many businesses, an office manager is the individual who is responsible for hiring and firing

the staff. They will place advertisements looking for employees and also perform the

interviews of potential future employees. They may also be responsible for firing anyemployees who do not meet the requirements of the company.

One who is an office manager may need to order supplies for the company which they

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work for in their role as office manager. This will be a pertinent responsibility on the part

of the office manager. In order to ensure that all supplies are ordered when needed, the

office manager will most likely have to perform frequent checks on the supply cabinet tomake sure that items are always in stock.

Frequently the office manager is also responsible for performing payroll duties for the business. The office manager will keep track of the hours which each employee works in

addition to the set pay for employees. This individual will write out payroll checks and

distribute such funds to the employees on payday.

One who works as an office manager may also need to perform accounting duties for the

entire business. Not only does this relate to money coming into the business but money

going out as well. They will perform the accounting and may even be responsible for the

tax calculations when tax season comes around. This duty may be simple or complex,depending upon the business and role of the office manager.

The office manager is an individual who may also have a hand in the general office

building structure as well. The office manager may pay the office building rent as well as

bills relating to electric, gas and water utilities. Should renovations take place throughoutthe office, the office manager is the one who will most likely oversee those projects as

the employer probably will not want to be too involved with projects such as these.

One who has the job of an office manager may also be responsible for performing clericalduties on a daily basis. Tasks such as answering phones, filing and typing up documents

may be a daily occurrence which the office manager may need to handle. Depending on

the business, these may be simple tasks which take a few minutes or lengthy ones whichtake a few hours time.

An office manager is often responsible for listening to complaints as well. Thesecomplaints may come from the staff members or outside parties who have issues with the

business itself. It is up to the office manager to listen attentively, address the situation and

come up with complete resolutions to the problem. Some issues may be addressed solely by the office manager whereas others will need to be addressed by the employers

themselves.



Administration and Office Management Course

Positive Traits Which All Office Managers Must Possess

problem solving skills.

One important trait which all office managers should have is that of adequate

problem solving skills. Since the office manager is the individual who one goes to in

order to have their complaints resolved the office manager must be a good problem solver by nature. Even if the office manager cannot solve the problem on their own, they must

know who to go to so that the problem can be solved by someone, if not themselves.

GOOD COMMUNICATION SKILLS.

An office manager should also be personable in nature. Since these are

individuals who need to deal with others, both inside and outside of the office

environment, it is pertinent for office managers to be good conversationalists. They must be at ease while conversing with others as this will enable them to get the job done in the

most efficient way possible.

GOOD MATHEMATICAL SKILLS.

Another positive trait for office managers to possess is a good mathematical

skills, as they will be working with numbers on a frequent basis. Not only do officemanagers have to perform payroll duties but they may need to perform accounting tasks

as well. Those who have good mathematical skills will be able to get the job done as

quickly as possible.

GOOD MULTITASKING SKILLS.

Another positive trait for office managers to possess is good multitasking skills.

Frequently an office manager will feel himself or herself being pulled in every differentdirection so it is important for the office manager to know how to do multiple things at

one time.

A NATURAL LEADER .

Lastly, office managers should be leaders by nature. They should be comfortable

with filling a lead position and be able to resolve all problems which come their way. By

being a natural leader, the office manager will be able to complete their daily duties in atimely and efficient manner.

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Conclusion

Office managers have big shoes to fill in the business world. They need to be able toeffectively communicate with others, solve problems on a daily basis and do all of these things

while performing daily clerical tasks. If one is a natural leader, they are sure to excel in the

position of office manager. The duties and responsibilities of this position are great, however, theresults can be wonderful as well as the office manager is taking on a very important role in the

daily business operations

ACTIVITY SHEET 1.1

Materials Needed: Information Sheet 1.1

Answer the following questions;

1. In the discussion, how will you describe you Perception Versus Reality of being an Office

Manager? Identify at least five (5)

Perception about being an Office Manager Reality of being an Office Manager

2. What are the Competencies Required for Success in being an Office Manager?

Documents

Activity Sheet on the Role of an Office Manager