# Administrative Services

*/Departments/Administrative_Services*

## Neighborhood

### Related (delivered by)

- [Assistant Onboarding](/Processes/Assistant_Onboarding) — delivered by · Processes
- [Onboard Clerical Staff](/Processes/Onboard_Clerical_Staff) — delivered by · Processes
- [Organize registration of event participants.](/Tasks/Organize_registration_of_event_participants.) — delivered by · Tasks
- [Organize paperwork, such as survey forms or reports, for distribution or analysis.](/Tasks/Organize_paperwork,_such_as_survey_forms_or_reports,_for_distribution_or_analysis.) — delivered by · Tasks
- [Organize or work with detailed office or warehouse records, using computers to enter, access, search...](/Tasks/Organize_or_work_with_detailed_office_or_warehouse_records,_using_computers_to_enter,_access,_search...) — delivered by · Tasks
- [Collate pages of reports and other documents.](/Tasks/Collate_pages_of_reports_and_other_documents.) — delivered by · Tasks
- [Affix postage to packages or letters by hand, or stamp materials, using postage meters.](/Tasks/Affix_postage_to_packages_or_letters_by_hand,_or_stamp_materials,_using_postage_meters.) — delivered by · Tasks
- [Learn to operate new office technologies as they are developed and implemented.](/Tasks/Learn_to_operate_new_office_technologies_as_they_are_developed_and_implemented.) — delivered by · Tasks
- [Perform errands for customers or employers, such as delivering or picking up mail and packages.](/Tasks/Perform_errands_for_customers_or_employers,_such_as_delivering_or_picking_up_mail_and_packages.) — delivered by · Tasks
- [Arrange for typing, duplication, and distribution of material.](/Tasks/Arrange_for_typing,_duplication,_and_distribution_of_material.) — delivered by · Tasks
- [Compose business correspondence for supervisors, managers, and professionals.](/Tasks/Compose_business_correspondence_for_supervisors,_managers,_and_professionals.) — delivered by · Tasks
- [Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentatio...](/Tasks/Compose,_type,_and_distribute_meeting_notes,_routine_correspondence,_or_reports,_such_as_presentatio...) — delivered by · Tasks
- [Reserve audio-visual equipment and facilities, such as meeting rooms.](/Tasks/Reserve_audio-visual_equipment_and_facilities,_such_as_meeting_rooms.) — delivered by · Tasks
- [Assign and record or stamp identification numbers or codes to index materials for filing.](/Tasks/Assign_and_record_or_stamp_identification_numbers_or_codes_to_index_materials_for_filing.) — delivered by · Tasks
- [Manage the department or supervise clerical workers, directing or controlling activities of personne...](/Tasks/Manage_the_department_or_supervise_clerical_workers,_directing_or_controlling_activities_of_personne...) — delivered by · Tasks
- [Conduct correspondence management](/Processes/Conduct_correspondence_management) — delivered by · Processes
- [Prepare applications and forms for applicants for such purposes as school enrollment, employment, an...](/Tasks/Prepare_applications_and_forms_for_applicants_for_such_purposes_as_school_enrollment,_employment,_an...) — delivered by · Tasks
- [Find, retrieve, and make copies of information from files in response to requests and deliver inform...](/Tasks/Find,_retrieve,_and_make_copies_of_information_from_files_in_response_to_requests_and_deliver_inform...) — delivered by · Tasks
- [Prepare outgoing mail.](/Activities/Prepare_outgoing_mail.) — delivered by · Activities
- [Arrange conference, meeting, or travel reservations for office personnel.](/Tasks/Arrange_conference,_meeting,_or_travel_reservations_for_office_personnel.) — delivered by · Tasks
- [Collect, seal, and stamp outgoing mail, using postage meters and envelope sealers.](/Tasks/Collect,_seal,_and_stamp_outgoing_mail,_using_postage_meters_and_envelope_sealers.) — delivered by · Tasks
- [Take notes in shorthand or use a stenotype or shorthand machine that prints letters on a paper tape.](/Tasks/Take_notes_in_shorthand_or_use_a_stenotype_or_shorthand_machine_that_prints_letters_on_a_paper_tape.) — delivered by · Tasks
- [Take dictation using shorthand, a stenotype machine, or headsets and transcribing machines.](/Tasks/Take_dictation_using_shorthand,_a_stenotype_machine,_or_headsets_and_transcribing_machines.) — delivered by · Tasks
- [Make copies of correspondence or other printed material.](/Tasks/Make_copies_of_correspondence_or_other_printed_material.) — delivered by · Tasks
- [Address envelopes or prepare envelope labels, using typewriter or computer.](/Tasks/Address_envelopes_or_prepare_envelope_labels,_using_typewriter_or_computer.) — delivered by · Tasks
- [Add new material to file records or create new records as necessary.](/Tasks/Add_new_material_to_file_records_or_create_new_records_as_necessary.) — delivered by · Tasks
- [Gather, register, and arrange the material to be typed, following instructions.](/Tasks/Gather,_register,_and_arrange_the_material_to_be_typed,_following_instructions.) — delivered by · Tasks
- [Manage schedules and set dates, times, and locations for meetings and appointments.](/Tasks/Manage_schedules_and_set_dates,_times,_and_locations_for_meetings_and_appointments.) — delivered by · Tasks
- [Order materials or supplies, such as keys, uniforms, and badges.](/Tasks/Order_materials_or_supplies,_such_as_keys,_uniforms,_and_badges.) — delivered by · Tasks
- [Stamp messages with time and date and file them appropriately.](/Tasks/Stamp_messages_with_time_and_date_and_file_them_appropriately.) — delivered by · Tasks
- [Stamp dates and times of receipt of incoming mail.](/Tasks/Stamp_dates_and_times_of_receipt_of_incoming_mail.) — delivered by · Tasks
- [Perform various administrative tasks, such as typing documents or answering telephone calls.](/Tasks/Perform_various_administrative_tasks,_such_as_typing_documents_or_answering_telephone_calls.) — delivered by · Tasks
- [Schedule appointments with clients.](/Tasks/Schedule_appointments_with_clients.) — delivered by · Tasks
- [Schedule appointments and maintain and update appointment calendars.](/Tasks/Schedule_appointments_and_maintain_and_update_appointment_calendars.) — delivered by · Tasks
- [Schedule appointments.](/Activities/Schedule_appointments.) — delivered by · Activities
- [Schedule and make appointments.](/Tasks/Schedule_and_make_appointments.) — delivered by · Tasks
- [Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, ...](/Tasks/Operate_office_machines,_such_as_photocopiers_and_scanners,_facsimile_machines,_voice_mail_systems,_...) — delivered by · Tasks
- [Operate office equipment.](/Activities/Operate_office_equipment.) — delivered by · Activities
- [Make travel arrangements for attorneys.](/Tasks/Make_travel_arrangements_for_attorneys.) — delivered by · Tasks
- [Make travel, accommodations, or entertainment arrangements for others.](/Activities/Make_travel,_accommodations,_or_entertainment_arrangements_for_others.) — delivered by · Activities
- [Compile and maintain non-monetary reports and records.](/Tasks/Compile_and_maintain_non-monetary_reports_and_records.) — delivered by · Tasks
- [Compile, transcribe, and distribute minutes of meetings.](/Tasks/Compile,_transcribe,_and_distribute_minutes_of_meetings.) — delivered by · Tasks
- [Transcribe spoken or written information.](/Activities/Transcribe_spoken_or_written_information.) — delivered by · Activities
- [Provide clients with communication assistance, typing their correspondence or obtaining information ...](/Tasks/Provide_clients_with_communication_assistance,_typing_their_correspondence_or_obtaining_information_...) — delivered by · Tasks
- [Provide clerical support to other departments.](/Tasks/Provide_clerical_support_to_other_departments.) — delivered by · Tasks
- [Transport mail from one work station to another.](/Tasks/Transport_mail_from_one_work_station_to_another.) — delivered by · Tasks
- [Electronically sort and compile text and numerical data, retrieving, updating, and merging documents...](/Tasks/Electronically_sort_and_compile_text_and_numerical_data,_retrieving,_updating,_and_merging_documents...) — delivered by · Tasks
- [Gather materials to be filed from departments or employees.](/Tasks/Gather_materials_to_be_filed_from_departments_or_employees.) — delivered by · Tasks
- [Organize informational materials.](/Activities/Organize_informational_materials.) — delivered by · Activities
- [Organize and supervise activities, such as the processing of incoming and outgoing mail.](/Tasks/Organize_and_supervise_activities,_such_as_the_processing_of_incoming_and_outgoing_mail.) — delivered by · Tasks
- [Review correspondence for format and typographical accuracy, assemble the information into a prescri...](/Tasks/Review_correspondence_for_format_and_typographical_accuracy,_assemble_the_information_into_a_prescri...) — delivered by · Tasks
- [Transcribe data to worksheets, and enter data into computer for use in preparing documents and adjus...](/Tasks/Transcribe_data_to_worksheets,_and_enter_data_into_computer_for_use_in_preparing_documents_and_adjus...) — delivered by · Tasks
- [Locate and attach appropriate files to incoming correspondence requiring replies.](/Tasks/Locate_and_attach_appropriate_files_to_incoming_correspondence_requiring_replies.) — delivered by · Tasks
- [Operate 10-key calculators, typewriters, and copy machines to perform calculations and produce docum...](/Tasks/Operate_10-key_calculators,_typewriters,_and_copy_machines_to_perform_calculations_and_produce_docum...) — delivered by · Tasks
- [Scan or read incoming materials to determine how and where they should be classified or filed.](/Tasks/Scan_or_read_incoming_materials_to_determine_how_and_where_they_should_be_classified_or_filed.) — delivered by · Tasks
- [Make photocopies of correspondence, documents, and other printed matter.](/Tasks/Make_photocopies_of_correspondence,_documents,_and_other_printed_matter.) — delivered by · Tasks
- [Make travel arrangements for executives.](/Tasks/Make_travel_arrangements_for_executives.) — delivered by · Tasks
- [Weigh envelopes containing statements to determine correct postage and affix postage, using stamps o...](/Tasks/Weigh_envelopes_containing_statements_to_determine_correct_postage_and_affix_postage,_using_stamps_o...) — delivered by · Tasks
- [Carry messages or documents between departments.](/Tasks/Carry_messages_or_documents_between_departments.) — delivered by · Tasks
- [Arrange for equipment maintenance and repairs, and coordinate a variety of services, such as waste r...](/Tasks/Arrange_for_equipment_maintenance_and_repairs,_and_coordinate_a_variety_of_services,_such_as_waste_r...) — delivered by · Tasks
- [Assist individuals with paperwork.](/Activities/Assist_individuals_with_paperwork.) — delivered by · Activities
- [Process paper transactions (mail room)](/Processes/Process_paper_transactions_(mail_room)) — delivered by · Processes
- [Handle and move documents](/Processes/Handle_and_move_documents) — delivered by · Processes

### Processes it runs

- [Managed Records Program Operations](/Processes/Managed_Records_Program_Operations) — runs · Processes
- [Front Desk and Guest Services](/Processes/Front_Desk_and_Guest_Services) — runs · Processes
- [Mail and Distribution Handling](/Processes/Mail_and_Distribution_Handling) — runs · Processes
- [Building Maintenance Coordination](/Processes/Building_Maintenance_Coordination) — runs · Processes
- [Manage transportation fleet](/Processes/Manage_transportation_fleet) — runs · Processes

### Problems this exposes

- [SLA attainment scored per-trade, so a job needing both HVAC and electrical breaches with neither trade owning it](/Problems/SLA_attainment_scored_per-trade,_so_a_job_needing_both_HVAC_and_electrical_breaches_with_neither_trade_owning_it) — exposes problem · Problems
- [records-compliance counts on-schedule disposition even when a litigation hold should have blocked the purge](/Problems/records-compliance_counts_on-schedule_disposition_even_when_a_litigation_hold_should_have_blocked_the_purge) — exposes problem · Problems
- [backlog trimmed by closing mis-routed tickets and reopening new ones, resetting the SLA clock](/Problems/backlog_trimmed_by_closing_mis-routed_tickets_and_reopening_new_ones,_resetting_the_SLA_clock) — exposes problem · Problems
- [cost-per-request gamed by splitting one multi-trade facilities job into several separately-counted tickets](/Problems/cost-per-request_gamed_by_splitting_one_multi-trade_facilities_job_into_several_separately-counted_tickets) — exposes problem · Problems
- [legal-hold flags not propagated to the mailroom and fleet logs the same office keeps, so held records get purged on schedule](/Problems/legal-hold_flags_not_propagated_to_the_mailroom_and_fleet_logs_the_same_office_keeps,_so_held_records_get_purged_on_schedule) — exposes problem · Problems
- [a package received for a visitor at the front desk isn't linked to the courier chain-of-custody log handed off at reception](/Problems/a_package_received_for_a_visitor_at_the_front_desk_isn't_linked_to_the_courier_chain-of-custody_log_handed_off_at_reception) — exposes problem · Problems
- [legal-service deliveries received at the mailroom not flagged to the records legal-hold list, risking missed response deadlines](/Problems/legal-service_deliveries_received_at_the_mailroom_not_flagged_to_the_records_legal-hold_list,_risking_missed_response_deadlines) — exposes problem · Problems
- [a facilities ticket affecting a booked meeting room isn't reflected in the room-reservation system](/Problems/a_facilities_ticket_affecting_a_booked_meeting_room_isn't_reflected_in_the_room-reservation_system) — exposes problem · Problems
- [a dispatched trade's COI/insurance not verified before the work order releases the contractor to site](/Problems/a_dispatched_trade's_COI%2Finsurance_not_verified_before_the_work_order_releases_the_contractor_to_site) — exposes problem · Problems
- [fuel-card and mileage logs sit outside the records-retention schedule, so audit pulls miss fleet records](/Problems/fuel-card_and_mileage_logs_sit_outside_the_records-retention_schedule,_so_audit_pulls_miss_fleet_records) — exposes problem · Problems
- [a pool vehicle assigned to a visitor or contractor isn't tied to the reception visitor log for liability](/Problems/a_pool_vehicle_assigned_to_a_visitor_or_contractor_isn't_tied_to_the_reception_visitor_log_for_liability) — exposes problem · Problems
- [motor-pool fleet reservations and preventive-maintenance intervals driven off odometer guesses, not telematics, so vehicles miss service windows](/Problems/motor-pool_fleet_reservations_and_preventive-maintenance_intervals_driven_off_odometer_guesses,_not_telematics,_so_vehicles_miss_service_windows) — exposes problem · Problems
- [physical-to-digital records indexing backlog leaves active files unfindable for audit and legal-hold pulls](/Problems/physical-to-digital_records_indexing_backlog_leaves_active_files_unfindable_for_audit_and_legal-hold_pulls) — exposes problem · Problems
- [inbound accountable mail and courier packages logged by hand, breaking chain-of-custody for checks and legal-service deliveries](/Problems/inbound_accountable_mail_and_courier_packages_logged_by_hand,_breaking_chain-of-custody_for_checks_and_legal-service_deliveries) — exposes problem · Problems
- [facilities work-order tickets mis-routed across trades, so HVAC and electrical SLA clocks breach before the right vendor is dispatched](/Problems/facilities_work-order_tickets_mis-routed_across_trades,_so_HVAC_and_electrical_SLA_clocks_breach_before_the_right_vendor_is_dispatched) — exposes problem · Problems
- [PO-to-invoice three-way match stalls when GL coding rules in the ERP don't map cleanly to vendor line items](/Problems/PO-to-invoice_three-way_match_stalls_when_GL_coding_rules_in_the_ERP_don't_map_cleanly_to_vendor_line_items) — exposes problem · Problems
- [front-desk visitor logs and badge access lists drift out of sync with HR's active-roster of record](/Problems/front-desk_visitor_logs_and_badge_access_lists_drift_out_of_sync_with_HR's_active-roster_of_record) — exposes problem · Problems
- [meeting-room and shared-calendar double-bookings from overlapping Outlook and room-panel systems](/Problems/meeting-room_and_shared-calendar_double-bookings_from_overlapping_Outlook_and_room-panel_systems) — exposes problem · Problems
- [office-supply and facilities reorder thresholds are set by memory, not consumption data from the inventory system](/Problems/office-supply_and_facilities_reorder_thresholds_are_set_by_memory,_not_consumption_data_from_the_inventory_system) — exposes problem · Problems
- [records-retention schedules conflict across federal, state, and legal-hold matters, leaving staff guessing what to purge](/Problems/records-retention_schedules_conflict_across_federal,_state,_and_legal-hold_matters,_leaving_staff_guessing_what_to_purge) — exposes problem · Problems
- [travel-and-expense reports bounce back for per-diem policy violations only caught after manager approval](/Problems/travel-and-expense_reports_bounce_back_for_per-diem_policy_violations_only_caught_after_manager_approval) — exposes problem · Problems

### Measured by

- [Records Compliance Rate](/Metrics/Records_Compliance_Rate) — measured by · Metrics
- [Facilities Request Backlog](/Metrics/Facilities_Request_Backlog) — measured by · Metrics
- [Cost per Service Request](/Metrics/Cost_per_Service_Request) — measured by · Metrics
- [Service Level Agreement Attainment](/Metrics/Service_Level_Agreement_Attainment) — measured by · Metrics

### Staff

- [Office Services Coordinator](/JobTypes/Office_Services_Coordinator) — staff · JobTypes
- [Records Management Specialist](/JobTypes/Records_Management_Specialist) — staff · JobTypes
- [Fleet Administrator](/JobTypes/Fleet_Administrator) — staff · JobTypes
- [Mailroom Supervisor](/JobTypes/Mailroom_Supervisor) — staff · JobTypes
- [Facilities Coordinator](/JobTypes/Facilities_Coordinator) — staff · JobTypes
- [Administrative Services Manager](/JobTypes/Administrative_Services_Manager) — staff · JobTypes

### Part of

- [University](/CompanyTypes/University) — part of · CompanyTypes
- [Government Agency](/CompanyTypes/Government_Agency) — part of · CompanyTypes
- [Large Enterprise](/CompanyTypes/Large_Enterprise) — part of · CompanyTypes