Office Machine Operator
An Office Machine Operator is a professional who specializes in the operation and maintenance of various office machinery such as photocopiers, duplicating machines, printers, scanners, and shredders. These operators play a crucial role in enhancing the efficiency of administrative tasks within both business environments and dedicated service centers. The job typically involves monitoring machine operations, performing minor maintenance, managing supplies, and assisting customers, which may include billing for services in a copy shop setting.
The work environment is primarily indoors, often within office buildings or service centers, and can involve teamwork under the supervision of a manager. While a high school diploma may improve employment prospects, it is not strictly necessary, although relevant coursework in communication, technology, and mechanical skills is beneficial. As the demand for office machine operators is expected to decline due to increasing digitalization and user-friendly technology, individuals in this field may consider pursuing further education or training to advance into supervisory roles or specialize in areas such as machine repair or design. Overall, this role appeals to those interested in hands-on work with machinery and providing excellent customer service.
Office Machine Operator
Snapshot
Career Cluster(s): Business, Management & Administration
Interests: Machinery, working with your hands, customer service
Earnings (Yearly Median): $39,600
Employment & Outlook: Decline expected
Overview
Sphere of Work. An office machine operator works in administrative and support services; the job is an office and administrative support occupation. Office machine operators staff business machines such as high-speed/high-volume photocopiers and duplicating machines, printers, scanners, or shredders used to make office work faster and more efficient. According to the US Bureau of Labor, the work does not include computers, and computer operator is a separate profession.
Work Environment. Office machine operators usually work for either the office support of a distinct enterprise, such as a company, or a public or private agency. Alternatively, they work in a service center, such as a copy center, and their work is dedicated to the products of the office machines they operate. They work in virtually all locations where offices and office support centers can be found.
Work is done indoors and usually during regular business hours. Work for a business that sells the products of its office machines, such as a copy center, may entail shift, weekend, and holiday work. Office machine operators often work among colleagues. Their work is directed by a supervisor.
Occupation Interest. The work of an office machine operator can appeal to a person interested in working with machines in an indoor setting. A person should have an interest in the service and support of others and be able to handle occasional stressful periods. An office machine operator should enjoy working with both their hands and their brain, and they should take pride in serving either internal or external customers.
A Day in the Life—Duties and Responsibilities. Office machine operators may begin their day or their shift by checking work orders. This enables them to ascertain what machines are needed for a job and to prepare them for it. For example, office machine operators check the paper supply of their machines as well as the status of its ink and toner cartridges to make sure they are sufficient for daily operations.
Operation of office machines includes monitoring operations, particularly in light of output quality. While not repair personnel, office machine operators are generally asked to fix minor problems and perform minor maintenance. This aspect of the job includes clearing paper jams, replacing cartridges, or removing and replacing full shredder paper bags, for instance.
Work includes handling originals and feeding them into photocopiers, duplicating machines, scanners, or other office machines. Originals have to be handled carefully. Handling output includes sorting, assembly, and preparation for handover or delivery.
Some jobs may require work with different office machines. The creation of multiple company presentations may entail printing a set of pages from a data file. The master file is fed to a high-speed, high-volume duplicating machine. The sets of duplicates are assembled via a binding machine. During all operations, checks are done for alignment of originals, identification of misprints, and proper set collation.
Office machine operators are often responsible for sufficient supply for their machines. They either order supplies directly or inform their supervisors when supplies need to be replenished. When dealing with outside customers of a copy shop, for example, office machine operators are often involved in the billing process, which entails logging work and calculating the prices for services performed. They either process the bill themselves or forward it to a colleague or supervisor. The work area is to be kept clean and organized.
Work Environment
Immediate Physical Environment. Office machines may be located within a larger office setting to ensure the immediacy of support services. They are also grouped in service center locations within a company or as part of a separate business. There may be considerable noise from office machine operations, particularly high-speed duplication machines or shredders.
Operations are performed in clean, indoor areas. Office machine operators may be in charge of the stock rooms of their supplies. These may be windowless and must be kept clean. Locations tend to be in close vicinity of the offices serviced.
Human Environment. Office machine operators can work alone, but some work in teams. Their work is supervised by a direct manager, the head of a department, or an office manager. Some office machine operators take assignments directly from customers who can be either internal or external to the company. Good communication skills and dedication to service are essential.
Technological Environment. Office machine operators should have a good understanding of operating the business machines in their care. They should have sufficient mechanical skills to troubleshoot and fix minor technical problems and perform routine maintenance.
Education, Training, and Advancement
High School/Secondary. Employment opportunities are generally improved with a high school diploma or a GED certificate. However, it is possible to enter this profession without such a degree.
In high school, students should take classes that give them good communication and mathematical skills. Taking business and computer technology classes is an excellent idea. At the same time, classes in computer science, general science, and even physics or chemistry prepare one for understanding the processes behind the work of office machines. English and communications classes are also useful. A class in photography would give an applicant the background in the creative elements of the job. Shop classes provide mechanical skills that are useful for fixing minor machine malfunctions and for maintaining the machines.
While in high school, a student may intern or take summer or part-time work as an office machine operator. There are often opportunities for this, especially in businesses such as copy shops.
Postsecondary. Postsecondary work is generally not required for this occupation, but it gives professional education and flexibility, which is useful in light of the forecast that the need for office machine operators will decline. This decline is caused by both the increasing digitalization of office work and the growing user-friendliness of office machines. Regular office workers and even managerial staff are often expected to handle office machines such as copiers and printers themselves.
To advance professionally, earning an associate’s or baccalaureate degree from college while working as an office machine operator is advisable. A postsecondary degree opens different paths toward professional advancement. One career path could lead to a supervisory or managerial position within the field as a manager of a copy center or as an office machine consultant. There can be professional specialization toward office machine repairs or office machine design.
Related Occupations
− Bookkeeper and Accounting Clerk
Bibliography
“Data for Occupations Not Covered in Detail: Office Machine Operators, Except Computer.” Occupational Outlook Handbook. Bureau of Labor Statistics, US Department of Labor, 24 Apr. 2024, www.bls.gov/ooh/about/data-for-occupations-not-covered-in-detail.htm. Accessed 23 Aug. 2024.
“Occupational Employment and Wages, May 2023: 43-9071 Office Machine Operators, Except Computer.” Occupational Employment Statistics. Bureau of Labor Statistics, US Department of Labor, 3 Apr. 2024, www.bls.gov/oes/current/oes439071.htm. Accessed 23 Aug. 2024.