Detailed Guide forFirst-Line Supervisors of Office and Administrative Support Workers in San Diego County
May also be called: Office Administrators; Office Coordinators; and Office Managers
What Would I Do?
Every organization needs the office to function effectively and efficiently on a daily basis. Office Support Supervisors and Managers oversee the day-to-day tasks of clerical and support workers in departments, such as accounting, billing, customer service, or data processing. Earning the respect and support of staff is a critical element to running a smooth and efficient office.
Supervisors and Managers are found in every sector of the economy, and job titles reflect that diversity: Administrative Coordinator, Billing Services Manager, Customer Service Manager, Shipping and Receiving Manager, and Teller Supervisor.
Planning the workload and supervising staff are key responsibilities of Office Support Supervisors and Managers. In order to accomplish this, they must know the strengths and weaknesses of their staff, distribute work assignments and issue deadlines, oversee the work to ensure it proceeds on schedule, and certify that quality standards are met. To do this, Supervisors and Managers meet regularly with staff to discuss their progress and exchange ideas. They may also have to resolve disagreements among staff. In companies covered by union contracts, Supervisors and Managers must know the terms of labor agreements and run their sections accordingly.
Office Support Supervisors and Managers interview and evaluate prospective employees. Once hired, they provide orientation to acquaint new workers with their organization and its operating procedures. Supervisors and Managers train new workers on company policies and the operation of office equipment, such as the telephone and computer system. As new office equipment is acquired or computer software updated, Supervisors and Managers train workers to use it efficiently or arrange for training.
Supervisors and Managers evaluate a worker’s performance and recommend raises, a promotion or an award if the worker has done well on the job. If a worker is performing poorly, they may identify and discuss the problem and assist the worker to improve performance and behavior. This may require the employee to complete a training course or seek personal counseling. If the matter does not improve, the Supervisor/Manager may initiate a transfer, demotion, or dismissal.
In many industries, employers are reducing the number of permanent support workers and replacing them with temporary support staff.
Important Tasks and Related Skills
Each task below is matched to a sample skill required to carry out the task.
|View the skill definitions|
|Task||Skill Used in this Task|
|Resolve customer complaints, and answer customers' questions regarding policies and procedures.||Customer and Personal Service|
|Supervise the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems.||Administration and Management|
|Interpret and communicate work procedures and company policies to staff.||English Language|
|Analyze financial activities of establishments or departments, and provide input into budget planning and preparation processes.||Economics and Accounting|
|Provide employees with guidance in handling difficult or complex problems, and in resolving escalated complaints or disputes.||Active Listening|
|Evaluate employees' job performance and conformance to regulations, and recommend appropriate personnel action.||Monitoring|
|Prepare and issue work schedules, deadlines, and duty assignments of office or administrative staff.||Time Management|
|Participate in the work of subordinates in order to facilitate productivity or to overcome difficult aspects of work.||Management of Personnel Resources|
|Discuss job performance problems with employees in order to identify causes and issues, and to work on resolving problems.||Oral Comprehension|
|Develop and/or update procedures, policies, and standards.||Written Expression|
Below is a definition for each skill.
|View the tasks to skills list|
|Customer and Personal Service||Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.|
|Administration and Management||Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.|
|English Language||Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.|
|Economics and Accounting||Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.|
|Active Listening||Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.|
|Monitoring||Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.|
|Time Management||Managing one's own time and the time of others.|
|Management of Personnel Resources||Motivating, developing, and directing people as they work, identifying the best people for the job.|
|Oral Comprehension||The ability to listen to and understand information and ideas presented through spoken words and sentences.|
|Written Expression||The ability to communicate information and ideas in writing so others will understand.|
Office Support Supervisors and Managers generally work in clean, comfortable, well-lit, and well-ventilated offices. They usually work 40 hours a week; however, they may have to work nights, weekends, and holidays if a company works around the clock. Supervisors and Managers may be required to work overtime to meet business needs. Shift rotations are generally assigned based on seniority; although in some cases, Supervisors and Managers rotate among three 8-hour shifts in a workday.
Supervisors and Managers in small firms may have a staff of one to three employees; whereas in larger firms, they may supervise more employees and have a private office.
Most workers in this occupation are not represented by unions. However, those who work in government or hospital settings have the option to join unions, such as the Service Employees International Union.
Will This Job Fit Me?
The job of Office Support Supervisor and Manager will appeal to those who enjoy developing and building teams, gathering and processing information, are careful about details, and are thorough in completing work. The Office Support Supervisors and Managers occupation satisfies those with enterprising interests. Enterprising occupations involve working with forms, designs, and patterns. They often require self-expression and the work can be done without following a clear set of rules.
What Wages and Benefits Can I Expect?
The median wage in 2016 for Office and Administrative Support Supervisors in California is $58,208 annually, or $27.98 hourly. The median wage for Office and Administrative Support Supervisors in San Diego County is $55,148 annually, or $26.51 hourly. The median is the point at which half of the workers earn more and half earn less.
Some employers may offer Office Support Supervisors and Managers additional compensation in the form of bonuses and stock options.
What is the Job Outlook?
Candidates will encounter keen competition because the number of applicants will exceed the number of job openings. However, a large number of job openings will result from the need to replace workers who transfer to other occupations, retire from the labor force, or leave for other reasons.
The elimination of some levels of upper management in a number of industries has resulted in a higher level of responsibility delegated to Office Support Supervisors and Managers.
Projections of Employment
In California, the number of Office and Administrative Support Supervisors is expected to grow at an average rate compared with the total for all occupations. Jobs for Office and Administrative Support Supervisors are expected to increase by 13.8 percent, or 24,000 jobs between 2014 and 2024.
In San Diego County, the number of Office and Administrative Support Supervisors is expected to grow at an average rate compared with the total for all occupations. Jobs for Office and Administrative Support Supervisors are expected to increase by 19.4 percent, or 2,530 jobs between 2012 and 2022.
|Estimated Employment and Projected Growth|
Office and Administrative Support Supervisors
(Estimated Year-Projected Year)
Due to Net
|San Diego County|
|View Projected Growth for All Areas|
Annual Job Openings
In California, an average of 2,400 new job openings per year is expected for Office and Administrative Support Supervisors, plus an additional 2,630 job openings due to net replacement needs, resulting in a total of 5,030 job openings.
In San Diego County, an average of 254 new job openings per year is expected for Office and Administrative Support Supervisors, plus an additional 309 job openings due to net replacement needs, resulting in a total of 563 job openings.
|Estimated Average Annual Job Openings|
Office and Administrative Support Supervisors
|Jobs From Growth||Jobs Due to|
|San Diego County|
|View Data for All Areas|
How Do I Qualify?
Education, Training, and Other Requirements
Employers generally look for candidates with a high school diploma and training in vocational schools, postsecondary training, Regional Occupational Programs, and related on-the-job experience. Some employers seek candidates with an associate or bachelor’s degree.
Training is largely on the job. Training in management, supervision, or communication and interpersonal skills will enhance opportunities for advancement.
The amount and type of experience required varies from company to company. Some companies offer management training programs, where new college graduates are hired and rotated as Supervisors and Managers through departments of an organization to learn how the company works. These positions serve as entry-level training for potential upper-management positions. Candidates who have a background in an office environment may have an advantage.
Early Career Planning
High school students interested in this kind of work should take classes in English, mathematics, business, and computer technology. Some employers and local high schools have work-study programs that give students a chance to earn a salary while learning their jobs.
Continuing education is not required in this occupation. However, Supervisors and Managers may take courses in information technology or management to keep their skills polished. They may also attend seminars and training sessions offered by local community colleges, professional associations, or private training providers.
Apprenticeship and Work Study Programs
Training and general office experience for Supervisors and Managers can be gained through cooperative education programs such as Regional Occupational Programs (ROP). To find an ROP program near you, go to the California Association of Regional Occupational Centers and Programs Web site.
Where Can I Find Training?
There are two ways to search for training information:
- Search by Field of Study to find what programs are available and what schools offer those programs. You may use keywords such as: Office Management and Supervision; Medical Office Management/Administration; Customer Service Management; Manager; and Supervisor.
- Search by Training Provider to find schools by name, type of school, or location.
Contact the schools you are interested in to learn about the classes available, tuition and fees, and any prerequisite course work.
Where Would I Work?
Office Support Supervisors and Managers in California work in almost all industries. The largest number are found in organizations with a large administrative support workforce, such as banks, state and local government agencies, health care facilities, schools, and insurance companies. The largest industries employing Office and Administrative Support Supervisors are as follows:
|Industry Title||Percent of Total Employment for Occupation in California|
|Depository Credit Intermediation ||6.7%|
|Offices of Physicians ||5.5%|
|Local Government ||4.2%|
|State Government ||4.0%|
|Grocery Stores ||3.5%|
Finding a Job
Direct application to employers remains one of the most effective forms of job search methods for Office Support Supervisors and Managers. Newspaper classified ads also provide a helpful resource for local job openings. Since they work in almost all industries, you can focus your search by checking private firms listed in your local telephone directory yellow pages. Online job opening systems include JobCentral at www.jobcentral.com and CalJOBSSM at www.caljobs.ca.gov.
To find your nearest One-Stop Career Center, go to Service Locator. View the helpful job search tips for more resources. (requires Adobe Reader).
Yellow Page Headings
You can focus your local job search by checking employers listed online or in your local telephone directory. Below are some suggested headings where you might find employers of Office and Administrative Support Supervisors.
- Business Management
- Business Services
- Employment Agencies
- Financial Services
- Word Processing Services
Find Possible Employers
To locate a list of employers in your area, go to "Find Employers" on the Labor Market Information Web site:
- Select one of the top industries that employ the occupation. This will give you a list of employers in that industry in your area.
- Click on "View Filter Selections" to limit your list to specific cities or employer size.
- Click on an employer for the street address, telephone number, size of business, Web site, etc.
- Contact the employer for possible employment.
Where Could This Job Lead?
Office Support Supervisors and Managers who gain work experience and regularly update their skills with training can advance to senior supervisory positions or specialize in areas such as finance, advertising and promotions, or administrative services. These positions which command higher wages and a broad level of decision making.
Below is a list of occupations related to Office and Administrative Support Supervisors with links to more information.
|Administrative Services Managers||Profile|
|Compensation and Benefits Managers||Profile|
|First-Line Supervisors of Retail Sales Workers||Guide|
|First-Line Supervisors of Transportation and Material-Moving Machine and Vehicle Operators||Profile|
|Food Service Managers||Guide|
|Medical and Health Services Managers||Guide|
|Property, Real Estate, and Community Association Managers||Guide|
These links are provided for your convenience and do not constitute an endorsement by EDD.
For the Career Professional
The following codes are provided to assist counselors, job placement workers, or other career professionals.