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Administrative Skill - Competency

360-Feedback questions measuring Administrative Skill

• Assists in the preparation of responses to RFQs and RFIs.
• Selects and uses training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Strong organizational skills to keep the workspace and department in order
• Analyzes RFQs or RFIs to understand the client's needs, specifications, and evaluation criteria.
• Efficiently evaluates the costs and benefits of potential actions to make well-informed decisions.
• Compiles, transcribes, and distributes minutes of meetings.
• Ensures compliance by verifying that the response meets the requirements and adheres to any formatting or submission guidelines specified in the RFQ/RFI.

• Clearly and effectively communicates information verbally.
• Tailors communication style to match the needs, preferences, or cultural backgrounds of others.
• Communicates respectfully with colleagues at all levels, using courteous language and attentive listening.
• Reads and understands information and ideas presented in writing.
• Gives and follows oral instructions.
• Responds to emails, messages, and requests promptly and with clear, courteous communication.
• Effectively conveys information verbally to others.
• Communicates effectively both in writing and verbally.
• Has effective oral and written communication skills.
• Communicates information and ideas in speaking so others will understand.

• Uses proper telephone etiquette.
• Provides concise, accurate information and communicates next steps so callers know what to expect.
• Listens attentively without interrupting and asks clarifying questions to ensure accurate understanding of the caller's needs.
• Maintains a calm, courteous tone even during challenging or high-volume call periods.
• Confirms messages by repeating key details (such as names, numbers, and action items) to avoid errors or miscommunication.
• Follows organizational protocols for documenting calls, routing inquiries, and escalating urgent issues to the appropriate personnel.
• Operates various telecommunications devices.
• Answers the phone promptly and politely.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Greets callers with a clear, professional introduction and verifies the purpose of the call before proceeding.

• Actively listens to what individuals are saying taking time to understand the points being made.
• Takes time to listen to employees.
• Avoids multitasking during discussions, giving the speaker undivided focus to ensure accuracy and respect.
• Asks thoughtful follow-up questions that deepen understanding and clarify expectations or concerns.
• Carefully listens to what others are saying.
• Takes time to grasp the points being made, and ensures individuals feel heard.
• Paraphrases or summarizes key points to confirm understanding before responding or taking action.
• Listens attentively to individuals who are speaking.

• Speaks clearly to be understood.
• Maintains a clear and positive tone when speaking avoiding mumbling or use of slang terms.
• Provides clear, respectful guidance when giving instructions or feedback to staff.
• Checks for understanding by inviting questions or confirming key points before concluding a conversation.
• Organizes information logically so instructions, updates, and expectations are easy for others to follow.
• Revises written materials to remove ambiguity, improve flow, and ensure the message is direct and easy to interpret.
• Chooses precise, professional language that avoids jargon unless it is necessary and understood by the audience.
• Breaks down complex topics into simple, understandable steps without oversimplifying essential details.
• Provides context when delivering information so employees understand the purpose and relevance of the message.
• Tailors communication to the audience's level to ensure messages are accessible and meaningful.
• Uses proper spelling, capitalization, punctuation, and grammar in written documents.

• Conducts research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Identifies complex problems and reviews related information to develop and evaluate options and implement solutions.
• Collects relevant information, such as pricing, technical details, project timelines, and past performance metrics, to include in the response.
• Proactively identifies and addresses the needs of colleagues, clients, or stakeholders to provide effective support.
• Prepares and reviews operational reports and schedules to ensure accuracy and efficiency.
• Gathers appropriate business information.
• Understands the implications of new information for both current and future problem-solving and decision-making.

• Tailors presentation style and content to the audience's level, needs, and expectations.
• Structures presentation content logically, using clear sections and transitions that guide the audience through key points.
• Designs visual aids (such as slides, charts, or handouts) that enhance understanding without overwhelming the message.
• Uses clear, professional language and avoids unnecessary jargon to keep the message accessible.
• Plans, develops, and delivers presentations.
• Evaluates presentation effectiveness afterward by seeking feedback and identifying areas for improvement.
• Prepares and organizes presentations.
• Incorporates relevant data, examples, or visuals to support key messages and strengthen credibility.
• Plans, researches, and prepares presentations.

• Handles difficult calls with courtesy and respect.
• Displays a professional presence when interacting with others.
• Dresses appropriately for the workplace and represents the organization with a polished, professional appearance.
• Attends meetings to record minutes.
• Follows through on commitments and deadlines, demonstrating reliability and accountability in daily work.
• Screens calls.
• Prepares thoroughly for meetings by reviewing materials, organizing notes, and arriving on time.
• Demonstrates fairness and impartiality when addressing concerns, questions, or conflicts among team members.
• Maintains composure and a respectful tone during stressful situations, modeling steady and appropriate behavior for others.
• Develops action item and to-do lists from issues discussed in meetings.

• Reviews workload regularly and reprioritizes tasks to ensure critical items are completed first.
• Anticipates potential delays or bottlenecks and adjusts plans proactively to stay on track.
• Prioritizes tasks to be completed within pre-established deadlines.
• Works well even under strict time constraints.
• Prepares and distributes agenda timelines to keep meetings and events on schedule.
• Breaks larger projects into manageable steps with realistic timelines to maintain steady progress.
• Uses calendars, task lists, or project-tracking tools to organize responsibilities and monitor deadlines.
• Plans and prioritizes facets/aspects of project workloads to keep on schedule.
• Limits distractions and stays focused on high-priority tasks, especially during peak workload periods.
• Allocates time intentionally by scheduling focused work periods, meetings, and follow-ups to avoid last-minute rushes.
• Balances competing demands by negotiating deadlines or reallocating resources when necessary to maintain productivity.
• Completes reports on-time.

• Trains team members on proper document-handling procedures and organizational standards.
• Maintains organized workspaces, files, and documentation to support efficient, professional operations.
• Opens, sorts, and distributes incoming correspondence, including faxes and email.
• Tracks document versions to prevent confusion and ensure teams are working from the most current files.
• Tracks document revisions and communicates updates to team members who rely on the information.
• Manages documents effectively by organizing, storing, and retrieving physical and digital files efficiently.
• Processes payroll information.
• Monitors document deadlines (such as reporting cycles or compliance submissions) and ensures timely completion.
• Is productive in an office environment.
• Coordinates document reviews by routing drafts to appropriate stakeholders for feedback.
• Implements and uses performance measures.

• Creates templates for frequently used documents to improve consistency and efficiency.
• Formats and produces a variety of business related documents/reports.
• Ensures documents are labeled with clear titles, dates, and authors for easy identification.
• Prepares and sends email communications, meeting invitations, or follow-up messages on behalf of individuals or teams.
• Prepares payroll and tax forms/reports.
• Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Prepares summary sheets or cover pages to accompany complex document packets.
• Drafts letters, memos, invoices, reports, and other business documents.
• Prepares and distributes documents/reports.
• Develops reports as needed.
• Prepares documents for data entry.
• Prepares financial statements or reports.
• Prepares business forms for approval/signature.
• Converts documents into required formats (PDF, spreadsheet, form templates) to support workflow needs.

• Organizes files, maintains records, and coordinates document workflows.
• Implements company records retention policies.
• Archives completed projects in an organized manner to support future reference or audits.
• Develops efficient methods to locate and access documents quickly, reducing delays and improving productivity.
• Organizes documents in a visually appealing and consistent manner, following company standards or branding guidelines.
• Keeps track of document updates and revisions to ensure the most current version is readily available while preserving earlier versions if needed.
• Safely stores outdated documents for historical purposes or securely disposing of unneeded ones in compliance with organizational policies and regulations.
• Classifies files logically based on content, project, department, or priority to ensure easy accessibility.
• Creates labeled folders, indexes, or searchable databases.
• Establishes and maintains structured systems for both physical and digital documents.

• Reviews documents for accuracy, completeness, and compliance before submitting them for approval.
• Updates outdated documents promptly when policies, procedures, or data change.
• Proofreads and revises documents to enhance clarity, professionalism, and alignment with client expectations.
• Creates checklists to ensure all required documentation is included in project or compliance packets.
• Maintains a clean, organized document workspace to prevent misplacement or loss.
• Proofreads and edits documents to ensure accuracy, clarity, and consistency.
• Proofreads and edits documents.
• Analyzes financial transactions and their impacts in various reports.
• Reviews documents for grammatical, spelling, or formatting errors to ensure accuracy and professionalism.

• Ensures that scanned documents are clear, complete, and properly named before uploading.
• Attention to detail.
• Inventories and documents current supplies and resources.
• Verifies numerical data, totals, and calculations in reports to ensure accuracy.
• Records business transactions in a journal.
• Accurately performs data entry.
• Uses procedures to identify potential accounting/transaction errors.
• High attention to detail.
• Performs accurate data entry maintaining information in databases, spreadsheets, or filing systems.
• Ensures that all required signatures, approvals, and supporting materials are included before finalizing documents.

• Implements automated or manual records management procedures/systems.
• Plans for the completion of projects by allocating appropriate physical and personnel resources.
• Implements measures to protect sensitive or confidential documents, such as using password-protected files or secure filing cabinets.
• Maintains up-to-date indexes or inventories of all major files and records.
• Ensures that digital documents are backed up regularly to prevent data loss.
• Tracks incoming and outgoing documents to better understand workflows.
• Reviews and updates filing systems periodically to improve efficiency and eliminate redundancies.
• Uses logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Ensures that physical documents are stored in labeled, accessible locations to support quick retrieval.

• Uses document-management software to store, categorize, and retrieve files efficiently.
• Uses automated and manual records management systems.
• Has technical skills needed to perform the job.
• Has strong technical/computer skills.
• Scans drawings and documents.
• Enters data as needed.
• Uses scheduling tools, calendars, or project-management systems to organize and share up-to-date timelines.

• Confirms availability of team members, stakeholders, and resources before finalizing schedules to avoid downstream issues.
• Reviews schedules regularly to identify inefficiencies, overlaps, or gaps and makes improvements as needed.
• Adjusts schedules proactively when conflicts, delays, or new priorities arise, ensuring work continues smoothly.
• Tracks deadlines, milestones, and deliverables to ensure scheduled work stays on pace.
• Performs scheduling and conference planning.
• Organizes schedules, including departure and arrival times, check-in details, and reservation confirmations.
• Builds contingency time into schedules to accommodate unexpected needs or last-minute adjustments.
• Effective at scheduling project activities and assignments.
• Communicates schedule changes promptly and clearly so all parties remain aligned.
• Manages and maintains executives' schedules.
• Coordinates actions and activities with others.

• Plans travel arrangements.
• Ensures proper passports, visas, or travel documents are in order and prepares any necessary documentation for travel.
• Researches travel options finding the most cost-effective or time-efficient transportation methods, such as flights, trains, or car rentals.
• Provides assistance to others in obtaining passports, visas, and other international travel documents.
• Performs basic logistics such as arranging transfers, shuttles, taxis, or rideshares, to and from airports or event locations.
• Books travel arrangements by purchasing tickets for transportation and securing accommodations.
• Ensures travel, lodging, and meeting logistics are aligned with scheduled commitments to prevent conflicts.
• Makes travel arrangements and plans for executives.

• Effectively manages personnel and interpersonal relationships.
• Navigates disagreements or tension professionally, helping parties reach constructive outcomes.
• Demonstrates keen awareness of others' reactions and adapts communication and actions accordingly to foster effective collaboration.
• Maintains good interpersonal skills to work with supervisors, customers, colleagues, and stakeholders.
• Motivates, develops, and directs people as they work, identifying the best people for the job.
• Greets visitors and determine whether they should be given access to specific individuals.
• Maintains professionalism when interacting with frustrated or demanding individuals, de-escalating situations effectively.
• Receives and welcomes visitors.
• Listens attentively to concerns and responds in a calm, solution-oriented manner.
• Builds rapport quickly with diverse individuals, creating a welcoming and respectful environment.

• Regularly reviews confidentiality protocols and updates practices to align with organizational policies.
• Disposes of sensitive materials using approved secure-destruction methods.
• Uses best practices for handling sensitive or confidential materials.
• Verifies identity and authorization before sharing sensitive information or granting access to restricted areas.
• Stores confidential documents (physical or digital) in secure locations and ensures they are accessed only by approved personnel.
• Upholds confidentiality by safeguarding sensitive information and discussing it only with authorized individuals.
• Ensures that sensitive documents are transmitted securely using approved methods.
• Avoids discussing confidential matters in public or informal settings where information could be overheard.
• Ensures meeting rooms, screens, and shared workspaces are cleared of sensitive information before and after use.
• Maintains secure access controls for sensitive files to protect confidential information.
• Handles confidential materials.

• Coordinates document workflows during audits, inspections, or regulatory reviews.
• Actively seeks to assist others in need.
• Enthusiastic about taking on challenging projects.
• Maintains an orientation toward helping others.
• Provides high-level administrative support and assistance.
• Directs or coordinates the supportive services department of a business, agency, or organization.

• Sets up and oversees administrative policies and procedures for offices or organizations.
• Ensures that documents are stored in accordance with legal, regulatory, or contractual requirements.
• Documents processes and procedures.
• Uses encrypted or approved communication channels when transmitting confidential data.
• Immediately reports suspected breaches or vulnerabilities to appropriate authorities.
• Accurately implements contract provisions.
• Ensures that confidential documents are stored, transmitted, and disposed of according to policy.
• Ensures all documents follow organizational formatting standards and style guidelines.

• Maintains appropriate levels of supplies and re-orders supplies as needed.
• Ensures adequate supply levels by monitoring inventory and placing orders when necessary.
• Follows company guidelines, policies, regulations, procedures, and work ethics.
• Follows established policies and procedures.
• Takes responsibility for decisions.

• Collaborates with others from various departments (e.g., sales, engineering, finance) to ensure accurate and comprehensive responses.
• Serves as a liaison to other departments.
• Collaborates across departments by building trust and maintaining positive working relationships.
• Coordinates with other departments to gather required documentation for cross-functional projects.

• Able to develop, justify and present a budget.
• Plans, administers, and controls budgets for contracts, equipment, and supplies.
• Able to develop, justify and present a budget plan.
• Implements appropriate budget controls.