Administrative Manager

Spotsylvania County•Spotsylvania, VA

About The Position

The Administrative Manager performs supervisory and administrative work for the Social Services Department, County Administration, or the Commonwealth’s Attorney’s Office, depending on assignment. The role oversees administrative and clerical staff and coordinates office operations, personnel processes, budgets, records, communications, and related services. The employee is expected to exercise initiative, independent judgment, tact, and discretion when working with staff, County departments, agencies, vendors, and the public. Duties vary by department. For Social Services, the position coordinates hiring requisitions, onboarding, required training, personnel actions, office support, records, budgets, and FOIA requests. For County Administration, duties include staff supervision, budget and invoice processing, Board of Supervisors meeting support, scheduling, records, and service as the County’s FOIA Officer. For the Commonwealth’s Attorney’s Office, the role supervises legal support staff and coordinates office administration, budgets, case preparation, court documents and dockets, records, and VCIN/NCIC terminal administration. This is an essential position. Employees may be scheduled to work regardless of weather conditions or when general County offices are closed, and applicants must be available to work any day of the week as needed. A positive pre-employment drug test disqualifies a candidate for hire; workplace drug use or impairment may result in disciplinary action, up to and including termination. The work is primarily sedentary to light, with extended periods at a keyboard or workstation and occasional handling of light items weighing approximately 5–10 pounds. The position requires operation of office equipment and the ability to communicate by telephone and in person.

Requirements

High school diploma or equivalent.
College-level coursework or vocational training in office administration and personal computer operations, or an equivalent combination of education, training, and experience.
Five years of experience and/or training that includes office administration, computer software and hardware operations, and supervision, or an equivalent combination that provides the required knowledge, skills, and abilities.
Ability to supervise, motivate, direct, and evaluate employees and coordinate administrative or clerical work.
Knowledge of office administration, records management, basic accounting and budgeting, and standard office equipment and software.
Ability to interpret and apply regulations, policies, procedures, and other applicable requirements; requirements vary by department and may include knowledge of legal office work, legal documents, judicial processes, or FOIA.
Ability to use computers and related software, prepare accurate written materials, communicate professionally, perform basic calculations, and exercise independent judgment.
Ability to work with staff, the public, and other stakeholders and to handle work under emergency or stressful conditions.
Availability to work Sunday through Saturday as needed; the position may be scheduled during severe weather or when general County offices are closed.
Ability to perform sedentary-to-light work, operate office equipment, communicate by telephone, and occasionally lift, carry, push, or pull light objects weighing approximately 5–10 pounds.

Responsibilities

Supervise, direct, assign, and evaluate administrative, clerical, or legal support staff; address employee concerns, approve leave as applicable, and conduct performance evaluations and disciplinary actions.
Organize, prioritize, and monitor daily work activities, deadlines, staff workload, and office coverage; provide guidance and resolve complex or problem situations.
Coordinate hiring requisitions, recruitment and hiring processes, new-hire documentation and onboarding, employee changes, payroll data, and required County and State training, as applicable to the department.
Prepare, administer, monitor, and report on County, State, agency, and departmental budgets; review expenditures, invoices, purchase orders, reimbursements, and related financial records.
Maintain personnel, financial, legal, administrative, and other records and files; oversee filing, retrieval, archiving, confidentiality, and destruction of records in accordance with applicable requirements.
Coordinate office and administrative support programs, including supplies and equipment inventory, facilities, contracts, telework, and technical administrative programs as applicable.
Prepare correspondence, reports, agendas, minutes, budget documents, forms, legal documents, and other written materials; ensure accuracy, proper format, and timely processing.
Schedule and coordinate meetings, appointments, conferences, travel, and related arrangements for department leadership, elected officials, or staff.
Provide customer service and communicate with employees, County departments, agencies, court personnel, vendors, law enforcement, the public, and other parties to exchange information and resolve issues.
Coordinate FOIA requests, maintain required records and procedures, and ensure timely responses; serve as County FOIA Officer where assigned.
For County Administration, support Board of Supervisors meetings, including agenda preparation and posting, distribution of materials, meeting-room scheduling, and meeting minutes when covering for the Deputy Clerk.
For the Commonwealth’s Attorney’s Office, assist with criminal case preparation, court dockets, subpoenas and other legal documents, case continuances, and case-management records.
For the Commonwealth’s Attorney’s Office, operate and oversee VCIN/NCIC access and compliance, maintain terminal security and data integrity, and participate in required audits.
Maintain current knowledge of applicable laws, regulations, policies, standards, and procedures; attend relevant meetings, workshops, and training.
Perform general clerical duties and other related duties as required.