WHAT DOES AN ADMINISTRATIVE PROFESSIONAL DO?
Published: Nov 13, 2024 - The Administrative Professional verifies and reconciles accounts payable/receivable, processes payroll, and manages real estate transaction income, issuing commission checks. Prepares financial statements, conducts budget analysis, and provides accurate reports to the tax accountant, ensuring efficient completion of annual accounting processes. Oversees IRS 1099 filings, maintains detailed Excel spreadsheets, and continuously seeks ways to enhance productivity in accounting tasks.
A Review of Professional Skills and Functions for Administrative Professional
1. Administrative Professional Duties
- Accounts Payable/Receivable Management: Verify, allocate, post and reconcile accounts payable/receivable.
- Payroll Processing: Verify, prepare and process semi-monthly payroll, payroll tax payments, garnishments, benefits, and quarterly/annual payroll tax returns.
- Journal Entries: Journalize monthly income and expense activity.
- Real Estate Transactions: Process real estate sales transaction income and issue agent commission checks.
- Financial Analysis and Reporting: Analyze and produce financial statements for errors and look for ways to improve efficiency and productivity.
- Budgeting and Financial Planning: Budget analysis and preparation.
- Tax Reporting: Provide accurate financial statements to tax accountants and record AJE to complete each year’s accounting processes.
- IRS Compliance: Prepare and process IRS 1099 Misc. forms annually and submit them to the IRS.
- Excel for Accounting: Create/maintain Excel spreadsheets to support accounting processes.
- Financial Improvement Recommendations: Provide recommendations for improving financial productivity and goals.
2. Administrative Professional Details
- Office Support: Provides office and clerical support including preparation of correspondence, reports, meeting minutes, and presentations.
- Administrative Coordination: Assists DLZ in handling all administrative matters, including back-up support for other DLZ Michigan administrative/clerical personnel.
- Itinerary & Meeting Organization: Coordinates staff itineraries, organizes meetings, greets visitors, answers phones, monitors, and orders office supplies.
- Mail & Courier Management: Collects, sorts, distributes, or prepares mail, messages, or courier deliveries.
- Phone Management: Answers and distributes phone calls.
- File Management: Maintains files in accordance with project procedures.
- Documentation Handling: Receives and files all incoming and outgoing documentation, entering documents into project sites.
- Daily Report Logging: Collects daily reports and maintains the Daily Report Logs.
- Invoice Review: Reviews and submits invoices.
- Certification & Onboarding Coordination: Manages field staff certifications, registration for classes/recertifications, project timesheets, and coordinates new employee onboarding.
- Proposal & Pricing Preparation: Prepares proposals, pricing, and change orders.
- Vendor Coordination: Works with vendors to support office needs, including building access, dumpster service, office machines, rental vehicle logs, maintenance, gas cards, and mileage billing.
- Meeting Documentation: Organizes and schedules project-related meetings, ensuring each meeting has an agenda and other required documents.
- Safety Compliance: Performs all work safely and responsibly, following the Health and Safety Plan.
3. Administrative Professional Responsibilities
- Record Maintenance: Creates and maintains records, logs, files, and forms including project records, departmental documentation, and expenses.
- Process Issue Identification: Identifies potential process issues and opportunities for improvements.
- Solution Implementation: Implements solutions within area of responsibility or recommends changes and escalates as appropriate.
- Project Plan Adjustment: Makes adjustments to project plans based on completed work and changing priorities, adjusts due dates, and highlights potential issues.
- Project Monitoring: Monitors, updates, and reports on project goals, deliverables, and schedules.
- Project Coordination: Coordinates and updates established elements of the project plan.
- Process Map and SOP Development: Coordinates and assists in the development, organization, standardization, and inventory of process maps and SOPs.
- Process Standardization: Revises, develops, streamlines, and standardizes processes and templates.
- QMS Transition Facilitation: Facilitates the transition of processes to QMS, and monitors and maintains them once transition is complete.
4. Administrative Professional Accountabilities
- Order Management: Manages customer orders and schedules production resources.
- Customer Communication: Communicates with customers, including both internal and external contacts.
- Professionalism: Maintains the ability to remain professional and resourceful when assisting customers.
- Production Coordination: Works with production departments to communicate priorities and urgent needs.
- Vendor Coordination: Works with outside vendors to expedite products needed for customer orders.
- Product Launch Support: Collaborates with engineering and sales on new product launches.
- Team Collaboration: Works with various team members to problem-solve and ensure exceptional customer service.
- Process Improvement: Implements and improves processes.
- Customer Inquiry Handling: Handles customer inquiries via email or phone calls.
- Report Oversight: Oversees different reports to identify potential customer-related issues.
- On-Time Delivery Monitoring: Monitors and improves on-time delivery for a designated customer list.
- Order Verification: Assists team members with second-checking customer orders.
5. Administrative Professional Functions
- DTS Support: Provide Defense Travel System (DTS) support to the workforce.
- Travel Record Management: Ensure that Government travel records are correctly completed and on-time, while also providing support to troubleshoot problem areas.
- Data Maintenance - OOO Application: Provide data maintenance, accuracy updates, and access management for the Out of Office (OOO) web-based application or the Department of Defense Automated.
- Data Maintenance - ATAAPS: Provide data maintenance, accuracy updates, and access management for the DoD Automated Time and Attendance and Prototype System (ATAAPS) used by the workforce to submit employee time and attendance.
- Award and Evaluation Processing: Assist in processing military and civilian award packages and military officer evaluation reports (OERs).
- SharePoint Administration: Serve as the SharePoint Organizational Site Owner (OSO), performing website administration actions to include population and maintenance of Organizational Management data stored on SharePoint, manage user access, and permission levels within one business day of request.
- SharePoint Functionality Support: Assist users in defining requirements for SharePoint functionality, and collaborate with SharePoint developers.
- Administrative Support: Provide support for the development and maintenance of internal controls and coordinating and implementing administrative policies, procedures, directives, and regulatory requirements governing overall administrative functions.
- Resource Support: Provide resources to support working groups, integrated product teams, technical interchange meetings, process reviews, program reviews, and design reviews.