Administrative Manager

DEPARTMENT OF SOCIAL SERVICES:

Under limited supervision, performs supervisory work in overseeing a variety of administrative work involving preparation and maintenance of records for the Social Services Department. Work involves supervising administrative staff, coordinating department new hire requisitions and training, and coordinating various personnel administrative, and clerical functions. Employee in this position must exercise initiative and independent judgment, and tact in dealing with all department employees, other County departments, and vendors.

This position is essential. Personnel occupying this position may be scheduled to work regardless of weather conditions and/or when general County offices are closed. 

Applicants must be available to work Sunday through Saturday as needed.

COUNTY ADMINISTRATION:

• Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining and completing employee performance appraisals.
• Coordinates daily work activities; organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work; consults with assigned staff, assists with complex/problem situations, and provides technical expertise.
• Ensures departmental compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations or violations.
• Coordinates various budgetary, fiscal, administrative, and clerical functions; answers questions and provides instruction for state/local finance departments; provides information and answers questions relating to audits of financial records or activities.
• Assists in developing and administering agency budget; monitors expenditures.
• Compiles all state/local budget reports; oversees data entry and maintenance of budget data.
• Receives and reviews vendor invoices for payment; imports purchase orders; reviews purchase orders for budgetary amounts. 
• Review and Approve entry of assigned staff payroll data/timesheets.
• Maintains inventory of department supplies and forms; ensures adequate inventory levels to conduct work activities; initiates orders for new/replacement items; restocks supply items.
• Receives various forms, reports, correspondence, purchase of service orders, vendor invoices, budget documents, report of collections, random moment sampling, leave requests, information bulletins, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Operates a computer to enter, retrieve, review or modify data; utilizes word processing, spreadsheet, database, accounting, or other programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
• Oversees maintenance of department personnel files and other files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
• Communicates with supervisor, employees, other departments, state/federal agencies, social service agencies, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.
• Attends various meetings as appropriate.
• Maintains a current knowledge of applicable laws, rules, regulations, standards and guidelines; reads professional literature; attends workshops and training sessions as appropriate.
• Performs general clerical tasks, which may include making copies, sending/receiving faxes, sorting/distributing incoming mail, or preparing outgoing mail.
• Provides assistance or backup coverage for Deputy Clerk to the Board of Supervisor and Director of Community Engagement, or other employees as needed.
• Assists the public, employees, and the Board of Supervisors, in person, in writing, via e-mail, or via telephone, with questions or complaints, evaluates the question or complaint, and directs them to the County Administrator, Deputy County Administrator, or another appropriate authority for disposition.
• Assists in preparation of the Board of Supervisor's meetings agendas; prepares agenda and posts the meeting agenda on the County web, distributes materials and related information to board members, the media, department directors and other interested parties.
• Composes original correspondence, and/or types from typed, handwritten, or machine dictation material, which requires use of a variety of complicated formats for preparing correspondence, minutes, reports, invoices, memos, etc.; assumes responsibility for correctness of spelling, punctuation, format and grammar.
• Arranges meetings and conferences for administrative personnel and elected officials; maintains appointment book; makes arrangements, including transportation, meals and lodging for Board and County Administration staff attendance at meetings, seminars and retreats; maintains Board meeting room schedule.
• Maintains calendar, schedules appointments, travel planning, conference registrations and organizes meetings for the County Administrator and Deputy County Administrator, and Board of Supervisors.
• Invoices processing, verifies charges, codes expense voucher/invoices for payment to vendors, travel/mileage reimbursement for County Administration staff and Board of Supervisors.
• Prepares preliminary annual budget submission for County Administration and compiles data for budget preparation. 
• Supervises, directs and evaluates assigned staff, processing employee concerns and problems, directing work, prioritizing all office duties to ensure deadlines are met and work is completed in a timely manner, approves leave in order to maintain office coverage, and the counseling, disciplining, and completing performance appraisals for assigned staff.
• Conducts research as needed.
• Attends various meetings; represents the office on various committees as appropriate.
• Establishes and maintains a variety of records and files.
• Performs all duties including compilation of Board/Agenda packets; attends meeting takes/transcribes and distributes minutes of Board meeting and work sessions in the absence of the Deputy Clerk.
• Serves as the County’s FOIA Officer, receive, review and process all FOIA requests, maintains log and collects payments. 
• FOIA Officer responsibilities to include be familiar with FOIA requirements.

and with the Virginia statues which may expressly forbid the release of, or allow the withholding of, certain records.

• Develop and update procedures for responding to FOIA requests.
• Train, or ensure the training of, Records Custodians or ensure the training of, alternate FOIA Officer.
• Act as a point of contact within the County for FOIA requests and receive all FOIA requests direct to the County.
• Respond, or ensure the issuance of a response, in a timely fashion to FOIA requests.
• Maintain appropriate records concerning each FOIA request.
• Consult with the County Attorney’s office as needed.
• Provide responses on behalf of the County if no responsive records are found.  Further provide a list of individuals that owe amounts to the County for previously fulfilled requests.
• Performs other related duties as required.

COMMONWEALTH'S ATTORNEY:

• Supervises, directs, and evaluates legal assistants, managing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance evaluations.   Monitors support staff workload and adjusts duties accordingly. 
• Provides direction, guidance, and assistance to employees; organizes, prioritizes, and assigns work; troubleshoots problem situations.
• Compiles and administers both County and State annual budget submissions and retrieves data for budget preparation.
• Certifies monthly Compensation Board reimbursements and handles other Compensation Board requirements, as necessary. 
• Reviews and approves entry of administrative staff timesheets. Approves leave requests for administrative staff.
• Attends various meetings as appropriate.
• Coordinates department participation and coverage for community events.
• Handles various special projects.
• Reviews and reconciles monthly credit card statements.
• Coordinates the appointment of Special Prosecutors on behalf of the office and provides assistance as necessary during the pendency of the case. 
• Provides documentation, ensures accuracy, and signs off on yearly State and Federal asset/forfeiture reports.
• Processes a variety of documentation associated with department operations, within designated timeframes and per established procedures.
• Assists with preparation of criminal cases for prosecution:   handles pre-court and post-court preparation of various legal documents; ensures necessary witnesses are subpoenaed and necessary reports and documents are included with case files. Obtains criminal history and driver history reports from VCIN/NCIC computer systems; obtains copies of transcripts from court reporter; reviews court case files to identify the need to prepare documentation or take additional action; reviews incoming documentation relating to court cases, and takes appropriate action; enters court case information into case management program.
• Prepares court dockets for attorneys prior to court dates: obtains dockets from court; creates files for court; reviews files to ensure preparation of necessary documents; organizes files, and disburses files and dockets to attorneys.
• Coordinates continuances of court cases: contacts Clerk’s Office, attorneys, witnesses, and law enforcement personnel to schedule new dates. 
• Coordinates administrative activities of the Commonwealth’s Attorney’s Office: processes accounts payable and accounts receivable documentation; reviews invoices, researches discrepancies, assigns budgetary codes, and forwards for payment.
• Coordinates replenishment of funds in the postage machine. 
• Reviews job applications and resumes, schedules and participates in interviews, and makes hiring decisionsfor support staff positions; compiles and submits new hire documentation, submits employee change report forms, and compensation reports.
• Prepares correspondence and maintains records pertaining to Drug Forfeiture Account. 
• Relieves Commonwealth’s Attorney of routine administrative tasks. Receives telephone calls, mail, e-mail, and other communications and initiates appropriate action/response.
• Schedules meetings, appointments, or other activities.
• Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff.
• Calculates/prepares travel reimbursement documentation for the Commonwealth’s Attorney and staff.
• Performs customer service functions: provides assistance and information related to department services, court cases, court issues, legal records, procedures, documentation, or other issues; responds to complaints, researches problems, and initiates problem resolution.
• Conducts research of department files, court/legal records, database records, Internet sites, hardcopy materials, or other sources as needed: researches and compiles information for preparation of legal documents and/or for reference in providing assistance to law enforcement or legal personnel.
• Prepares, types, or completes various forms, reports, correspondence, lists, legal documents, subpoenas, motions, orders, extradition petitions, affidavits, court dockets, calendars, work orders, budget documents, reimbursement orders, or other documents.
• Operates a computer to enter, retrieve, review, or modify data: performs data entry functions by keying data into computer system; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, presentation, case management system, calendar, bookkeeping, Internet, email, or other computer programs; provides technical assistance to employees in use of department computers and software programs; performs basic maintenance of office/computer equipment, such as backing up data or replacing paper, toner, or ribbons; assists in resolving computer/equipment problems and coordinates service/repair activities as needed.
• Operates national and state criminal information computer systems (VCIN/NCIC) to retrieve/update criminal information and motor vehicle/license records; enters and runs inquiries on data such as vehicle registrations, driver’s license records, criminal histories, warrants, lost/stolen property, or missing/wanted persons.
• Serves as VCIN/NCIC Terminal Agency Coordinator for the department; meets with state representative regarding terminal use; ensures integrity/security of data and adherence to VCIN/NCIC requirements; participates in annual audits of terminal conducted by state police.
• Maintains computerized and hard-copy file systems of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges files and destroys/disposes of obsolete records as appropriate; ensures proper maintenance of records, confidentiality of information, and release of records to authorized individuals in accordance with established guidelines.
• Supervises the office file archives and file destruction per Virginia State Code and prepares necessary documents.
• Monitors inventory of office equipment: maintains asset records and maintenance contract information for department equipment; ensures availability of adequate materials to conduct work activities; initiates orders for new/replacement equipment. 
• Performs other related duties as required.

DEPARTMENT OF SOCIAL SERVICES:

• Coordinates with all directors/supervisors in preparing and submitting hiring requisitions. Tracks all submitted hiring requisitions, ensures all submitted requisitions are monitored.
• Maintains copies of all State and County policies and procedures, ensures departmental compliance with all applicable codes, laws, rules, regulations, standards, policies, and procedures; initiates any actions necessary to correct deviations or violations.
• Tracks all department required training, ensure all department staff complete all required County and State annual training. 
• Enters and tracks all staff personnel actions, promotions, separations, annual pay increases, and annual evaluations in State/County payroll data into State LETS system.
• Plans and coordinates administrative and office support activities such as recordkeeping, quarterly Random Moment Sampling, tracking, and maintaining file of background information, and coordinating annual APA budget.
• Provides assistance or backup coverage for Administrative Support Supervisor or other employees as needed.
• Coordinate all new hire onboarding, ensure all new hires receive instructions and understand the trainings required for their position, that they receive instructions on NEOGOV, NovaTime, and Learning Center. 
• Maintain an updated department staffing chart and personnel roster maintain and other files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
• Communicates with supervisor, employees, other departments, state/federal agencies, social service agencies, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, 
• Attends various meetings as appropriate.
• Assists the Director/Deputy Director in preparation for the Advisory Board meetings agendas; prepares agenda and posts the meeting agenda on the County web, distributes materials and related information to board members, directors, and other interested parties.
• Composes original correspondence, prepare meeting minutes, reports, invoices, memos, etc.; assumes responsibility for correctness of spelling, punctuation, format, and grammar.
• Arranges meetings, appointments, travel planning, registrations, and conferences for the Director and Deputy Director.
• Conducts research as needed.
• Establishes and maintains a variety of records and files.
• Coordinates all activities related to FOIA requests, ensures the issuance of a response, in a timely fashion to FOIA requests, develops and updates procedures for responding to FOIA requests, maintains appropriate records concerning each FOIA request.
• Manages the office support and administrative programs and all the agency’s technical administrative programs, telework, facility management, and contracts.
• Maintains a current knowledge of applicable laws, rules, regulations, standards, and guidelines; reads professional literature; attends workshops and training sessions as appropriate.
• Performs general clerical tasks, which may include making copies, sending/receiving faxes, sorting/distributing incoming mail, or preparing outgoing mail.
• Performs other related duties as required.

DEPARTMENT OF SOCIAL SERVICES:

High School Diploma or equivalent; supplemented by college level course work or vocational training in office administration and personal computer operations; supplemented by five (5) years of previous experience and/or training that includes office administration, computer software/hardware operations, and supervision; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities.

COUNTY ADMINISTRATION:

• Knowledge of the policies, procedures, and activities of the County and of the Department practices as they pertain to the performance of duties relating to the position of Administrative Manager. 
• Knowledge of basic accounting and budgeting procedures, methods, and standards. 
• Knowledge of modern office practices, methods, and procedures and operation of standard business equipment. 
• Knowledge of the terminology, principles, and methods utilized within the department. 
• Ability to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. 
• Ability to comprehend, interpret, and apply regulations, procedures, and related information. 
• Ability to effectively supervise, motivate, and evaluate employees. 
• Ability to effectively communicate and interact with subordinates, supervisors, members of the general public, and all other groups involved in the activities of the department. 
• Ability to assemble information and make written reports and documents in a concise, clear and effective manner. 
• Ability to use independent judgment and work with little direct supervision as situations warrant. 
• Skill in the use of mathematical ability to handle required calculations using percentages and decimals. 
• Ability to demonstrate knowledge and proficiency with computers. 
• Ability to read, understand, and interpret financial, technical, and computer reports and related materials.
• Ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
• Ability to apply principles of persuasion and/or influence over others in a supervisory capacity. 
• Ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
• Ability to read a variety of informational documentation, directions, instructions, and methods and procedures.   
• Ability to write reports with proper format, punctuation, spelling and grammar, using all parts of speech. 
• Ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
• Ability to learn and understand relatively complex principles and techniques, to make independent judgments in absence of supervision, and to acquire knowledge of topics related to primary occupation. 
• Ability to record and deliver information, to explain procedures and policies, and to follow verbal and written instructions, guidelines and objectives.
• Ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, profit and loss, ratio and proportion; may include ability to calculate surface areas, volumes, weights, and measures.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.

COMMONWEALTH'S ATTORNEY:

• Knowledge of the policies, procedures, and activities of the County and of departmental practices as they pertain to the performance of duties relating to the position of Administrative Manager.
• Knowledge of the principles, methods, and guidelines associated with legal office work, including preparation of legal documents and general legal research. 
• Knowledge of the terminology, principles, and methods utilized within the department. 
• Knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position. 
• Ability to plan, assign, and direct the activities of administrative and clerical staff.
• Knowledge of the judicial system, legal documentation, and procedures for filing of legal documents. 
• Knowledge of the principles of office management, including records management, basic bookkeeping, and customer service. 
• Knowledge of the operation of standard office equipment, personal computers, and software programs typically utilized in relation to the position.
• Ability to comprehend, interpret, and apply regulations, procedures, and related information. 
• Ability to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. 
• Ability to effectively communicate and interact with supervisors, court personnel, members of the general public, and all other groups involved in the activities of the department. 
• Ability to assemble information and make written reports and documents in a concise, clear, and effective manner. 
• Ability to use independent judgment and work with little direct supervision as situations warrant. 
• Ability to exhibit mathematical ability to handle required calculations using percentages and decimals. 
• Ability to read, understand, and interpret legal financial, technical, and computer reports and related materials.
• Ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships. 
• Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
• Ability to read a variety of informational, legal, medical, and technical documentation, directions, instructions, and methods and procedures. 
• Ability to write reports with proper format, punctuation, spelling and grammar, using all parts of speech. 
• Ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
• Ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.
• Ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments, or directions to subordinates or assistants. 
• Ability to communicate professionally and respectfully.

DEPARTMENT OF SOCIAL SERVICES:

• Knowledge of the policies, procedures, and activities of the County and of Social Services Department practices as they pertain to the performance of duties relating to the position of Administrative Manager (Social Services). 
• Knowledge of basic accounting and budgeting procedures, methods, and standards. 
• Knowledge of modern office practices, methods, and procedures and operation of standard business equipment. 
• Knowledge of the terminology, principles, and methods utilized within the department. 
• Ability to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities. 
• Ability to comprehend, interpret, and apply regulations, procedures, and related information. 
• Ability to effectively supervise, motivate, and evaluate employees. 
• Ability to effectively communicate and interact with subordinates, supervisors, members of the general public, and all other groups involved in the activities of the department. 
• Ability to assemble information and make written reports and documents in a concise, clear and effective manner. 
• Ability to use independent judgment and work with little direct supervision as situations warrant. 
• Skill in the use of mathematical ability to handle required calculations using percentages and decimals. 
• Ability to demonstrate knowledge and proficiency with computers. 
• Ability to read, understand, and interpret financial, technical, and computer reports and related materials.
• Ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
• Ability to apply principles of persuasion and/or influence over others in a supervisory capacity. 
• Ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
• Ability to read a variety of informational documentation, directions, instructions, and methods and procedures.   
• Ability to write reports with proper format, punctuation, spelling and grammar, using all parts of speech. 
• Ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
• Ability to learn and understand relatively complex principles and techniques, to make independent judgments in absence of supervision, and to acquire knowledge of topics related to primary occupation. 
• Ability to record and deliver information, to explain procedures and policies, and to follow verbal and written instructions, guidelines, and objectives.
• Ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal stress when confronted with an emergency.
• Ability to communicate professionally and respectfully.

PHYSICAL REQUIREMENTS

Must be physically able to operate a variety of machines, tools, and equipment, such as a computer, printer, copy machine, facsimile machine, shredder, calculator, and telephone. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Requires the ability to inspect items for proper length, width, and shape, visually with job related equipment. Requires the ability to coordinate hands and eyes in using automated office equipment. Requires the ability to handle a variety of items, equipment, control knobs, switches, etc.  Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities.  Must have minimal/levels of eye/hand/foot coordination. May require the ability to differentiate colors and shades of color. Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).  Must be able to communicate on the telephone.

COMMONWEALTH'S ATTORNEY:

Must be physically able to operate a variety of office machines, tools, and equipment, such as a computer, printer, scanner, typewriter, copier, fax machine, shredder, calculator, and telephone. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Requires the ability to inspect items for proper length, width, and shape, visually with job-related equipment. Requires the ability to coordinate hands and eyes in using automated office equipment. Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have moderate levels of eye/hand/foot coordination. May require the ability to differentiate colors and shades of color. Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).