April 2009
If you think working as an administrative assistant or receptionist is only about typing, answering phones and filing, think again.
“There are some misconceptions about this work. Many think it is an easy job, but the reality of it is that there are many demands on you from many different directions,” says Tracy Coles, an office manager who has worked in the administrative field for 17 years.
Those different demands are what keep the work interesting, challenging and rewarding, she says.
“Individuals employed in this position enjoy it due to the pace of the work. Administrative assistants are normally busy, therefore the day goes by faster. The environment can be changing on a daily basis, so it never gets mundane,” says Coles, who works for Wood Buffalo Temps, a Fort McMurray employment agency which provides qualified, temporary office staff to businesses throughout the region.
Where are the jobs?
In Fort McMurray, administrative staff can find work in many different industries. They could work at large corporations or small businesses, for government or non-profit agencies.
No matter where they work, administrators are essential support staff who keep an office running efficiently and smoothly.
“I don’t think you can underestimate the importance and the impact that office administrative staff have,” says Jason Kozar, with the Regional Municipality of Wood Buffalo. For example, administrative staff play many key roles in the municipality.
“They are the first line of contact for most taxpayers and immediately set our customer service standards. They also take care of so many of the details that really help the organization run smoothly. They assist everyone, from other admin staff all the way up to the chief administrative office, and they ensure that we can all do our jobs effectively,” says Kozar.
Administrative staff need a wide variety of skills to do their job. “You need patience, organizational skills, multi-tasking skills, computer skills, typing skills, mediation skills, and know your company's policies, procedures, and all of its functions. And you need to do all of this with a smile on your face,” says Coles.
In the past 10 to 15 years, modern technology has dramatically changed the way office administrators do their work. Today, having computer skills is essential. Basic knowledge of word processing, spreadsheet, database or presentation software is usually a minimum job requirement. Knowing how to use email and the Internet is a must.
Office administrators should also be able work independently and in a team environment. They should have excellent time management skills and be able to meet deadlines.
Education requirements
Some employers may provide on-the-job training, but in today’s market most employers want applicants to have at least an office administration certificate or diploma, or equivalent work experience.
Keyano College in Fort McMurray (www.keyano.ca) offers a one-year Office Administration Certificate and a two-year Office Administration Diploma. According to the college’s website, graduates of these programs enjoy a 98 per cent placement rate in their field. If you need to enhance your computer skills, Keyano also has a free Computer Skills Workshop that can help (see page 6 for details).
Work conditions
Administrators typically work indoors in an office environment. They usually work standard office hours from Monday to Friday. However, some jobs may require weekend or evening shifts, depending on the employer.
Across the region, there are opportunities to work full-time, part-time or casual positions.
Employment agencies can also place workers with employers on a temporary basis. These “temp” placements can sometimes turn into permanent employment.
Women still make up the majority of office administrators. “For those that have children (office hours) coincide well with school hours, making day care expenses lower,” notes Coles.
Advancement
There are opportunities to move into office management or, depending on the size of the company, administrators can move into different departments.
Employers will often provide professional development to help administrators advance their skills and move into different positions.
Is there work?
While activity has slowed in the region, Coles says there is still a steady need for experienced administrative staff. The RMWB, for example, plans to hire 30 to 40 new administrative staff in 2009. In today’s job market, applicants should expect to find increased competition for positions. The RMWB recently had more than 265 applications for a clerk job posting.
Online job search
Office admin jobs are available in nearly all industries—job seekers can search a listing of potential local employers online at www.woodbuffalo.net/linksEMPLIntro.html. Other options include:
The information in this issue of Labour Market News was current as of the date shown. Employment outlook, salaries and educational programs may change. Please verify the information with additional sources before making career or business investment decisions. Contact us for more information.
