# CTE Resource Center - Verso - Office Administration Task/Competency List

CTE Resource Center - Verso

Virginia’s CTE Resource Center

The 2019 edition of this course is still available. Click here.

2020/2021 Competency-Based Task/Competency List for Office Administration (6621/36 weeks)

Tasks/competencies bordered in blue are considered optional when marked as such; they and/or additional tasks/competencies may be taught at the discretion of the school division. All other tasks are considered essential statewide and are required of all students.

Expand all

Ajax loader

Demonstrating Personal Qualities and Abilities

  1. Demonstrate creativity and innovation.
  2. Demonstrate critical thinking and problem solving.
  3. Demonstrate initiative and self-direction.
  4. Demonstrate integrity.
  5. Demonstrate work ethic.

Demonstrating Interpersonal Skills

  1. Demonstrate conflict-resolution skills.
  2. Demonstrate listening and speaking skills.
  3. Demonstrate respect for diversity.
  4. Demonstrate customer service skills.
  5. Collaborate with team members.

Demonstrating Professional Competencies

  1. Demonstrate big-picture thinking.
  2. Demonstrate career- and life-management skills.
  3. Demonstrate continuous learning and adaptability.
  4. Manage time and resources.
  5. Demonstrate information-literacy skills.
  6. Demonstrate an understanding of information security.
  7. Maintain working knowledge of current information-technology (IT) systems.
  8. Demonstrate proficiency with technologies, tools, and machines common to a specific occupation.
  9. Apply mathematical skills to job-specific tasks.
  10. Demonstrate professionalism.
  11. Demonstrate reading and writing skills.
  12. Demonstrate workplace safety.

Examining All Aspects of an Industry

  1. Examine aspects of planning within an industry/organization.
  2. Examine aspects of management within an industry/organization.
  3. Examine aspects of financial responsibility within an industry/organization.
  4. Examine technical and production skills required of workers within an industry/organization.
  5. Examine principles of technology that underlie an industry/organization.
  6. Examine labor issues related to an industry/organization.
  7. Examine community issues related to an industry/organization.
  8. Examine health, safety, and environmental issues related to an industry/organization.

Addressing Elements of Student Life

  1. Identify the purposes and goals of the student organization.
  2. Explain the benefits and responsibilities of membership in the student organization as a student and in professional/civic organizations as an adult.
  3. Demonstrate leadership skills through participation in student organization activities, such as meetings, programs, and projects.
  4. Identify Internet safety issues and procedures for complying with acceptable use standards.

Exploring Work-Based Learning

  1. Identify the types of work-based learning (WBL) opportunities.
  2. Reflect on lessons learned during the WBL experience.
  3. Explore career opportunities related to the WBL experience.
  4. Participate in a WBL experience, when appropriate.

Developing Communication Skills

  1. Demonstrate professionalism in communication skills while providing support and service to customer/clients.
  2. Place/receive telephone calls (including conference calls and virtual meetings).
  3. Demonstrate etiquette skills while transmitting and receiving electronic communications.
  4. Prepare business correspondence, including electronic formats.
  5. Prepare documents using scanning and production software for presentation.
  6. Reproduce documents and information for distribution.
  7. Organize digital documents.
  8. Prepare a disaster data protection and recovery plan.
  9. Create effective work relationships.
  10. Demonstrate professional work standards.
  11. Identify emerging technology related to telecommunications.
  12. Coordinate a web conference.

Maintaining Office Systems

  1. Maintain inventory records.
  2. Prepare a cost analysis of hardware, furniture, equipment, and supplies.
  3. Maintain workstation, equipment, materials, and supplies.
  4. Maintain printer.
  5. Maintain copier.
  6. Maintain fax machine.
  7. Receive deliveries of office equipment, supplies, and other orders.
  8. Troubleshoot computer hardware and software problems.

Managing Financial Functions

  1. Manage cash fund accounts.
  2. Prepare payroll records.
  3. Maintain check records.
  4. Determine budgetary requirements for the office.
  5. Complete purchase requisitions or purchase order.
  6. Prepare vouchers for payment.
  7. Identify various collection procedures.
  8. Prepare financial statements.
  9. Maintain records for billing.

Managing Information

  1. Maintain a professional library.
  2. Maintain an alphabetical filing system.
  3. Maintain subject filing system.
  4. Maintain numerical filing system.
  5. Maintain a manual or electronic chronological file system.
  6. Maintain manual and electronic tickler files.
  7. Retrieve information from manual and electronic files.
  8. Maintain contact information.
  9. Establish document and information storage and retrieval system to include file sharing.
  10. Access electronic resources (e.g., Internet, Intranet).

Processing Information and Data

  1. Produce complex business documents.
  2. Transcribe information from recorded media.
  3. Dictate notes and correspondence.
  4. Prepare documents for electronic distribution.
  5. Enhance documents using formatting features.
  6. Create tables.
  7. Scan documents and images.
  8. Create macros.
  9. Find/replace text and data.
  10. Merge text and data.
  11. Convert document from one software program to another.
  12. Develop a spreadsheet.
  13. Edit a spreadsheet.
  14. Enhance a spreadsheet by using formatting features.
  15. Create a database.
  16. Exhibit use of data functions.
  17. Create queries.
  18. Manipulate data.
  19. Generate a database report.
  20. Format a datasheet.
  21. Integrate database, spreadsheet, and word processing activities.

Organizing and Planning Functions

  1. Prepare presentation visuals and handouts.
  2. Plan and build a multimedia presentation.
  3. Demonstrate time management by monitoring workloads.
  4. Determine most cost-effective process for reproduction of printed material.
  5. Maintain appointment calendar, work schedules, and leave/vacation balances for employees.
  6. Coordinate travel arrangements for employees.
  7. Coordinate meetings, events, training, and activities for employees.
  8. Design a physical layout of the office.
  9. Give written/oral directions.
  10. Follow written/oral directions.

Assisting Employees

  1. Develop an office manual of policies and procedures.
  2. Explore strategies for improving the workplace.
  3. Coordinate administrative support staff work schedule and workload distribution.
  4. Formulate ongoing coaching and feedback for employee performance evaluation.
  5. Maintain employee records.
  6. Explain the importance of confidentiality in the workplace.
  7. Coordinate mailing systems.
  8. Contribute to development of job descriptions for administrative support staff.
  9. Serve on interview panel for administrative support staff applications as prescribed by company policy.
  10. Provide training orientation for new administrative support staff.
  11. Research professional and personal development opportunities.
  12. Analyze ethical issues related to office administration.
  13. Participate in the development of a code of ethics for job-specific information systems.

Preparing for Industry Certification

  1. Describe the process and requirements for obtaining industry certifications related to the Office Administration course.
  2. Identify testing skills/strategies for a certification examination.
  3. Complete selected practice examinations.
  4. Complete an industry certification examination.

Developing Employability Skills

  1. Develop a career plan.
  2. Research career opportunities in Office Administration.
  3. Complete a paper and electronic employment application.
  4. Demonstrate successful interviewing techniques.
  5. Compose an interview follow-up letter.
  6. Update portfolio, including a résumé in a format suitable for print and online posting.
  7. Identify the steps to follow in resigning from a position.
  8. Identify potential employment barriers for nontraditional groups and ways to overcome the barriers.