Chief Administrative Officer

County Of Albemarle•Charlottesville, VA

1d•Onsite

About The Position

The Chief Administrative Officer (CAO) is a senior executive responsible for overseeing and managing the administrative functions of the Facilities & Environmental Services Department as well as the staff services functions the department provides to the greater organization. This position serves as a key advisor to the Director, leads the development of strategic initiatives, and ensures that all administrative and staff services—including budget, finance, payroll, procurement, technology, recruitment, strategic planning and business services—are effectively aligned with the department’s mission and strategic goals. The Chief of Administrative Services provides executive leadership and strategic oversight for the Administrative Services Division within the Facilities and Environmental Services (FES) Department. This position manages all staff and administrative support functions for FES, including facility security operations, print and mail services, fleet administration, space management, and departmental budgeting and performance reporting. The Chief serves as a member of the FES senior leadership team and is responsible for implementing department-wide and organization-wide systems, leading cross-divisional initiatives, and supporting the Director in long-term planning, policy development, and strategic decision-making.

Requirements

Bachelor’s Degree in related area of study or combination of education and experience equivalent to a bachelor's degree that provides the knowledge, skills, and abilities to perform the responsibilities of the position.
7–10 years of progressively responsible administrative or management experience
Experience with budgeting and procurement/contract/grants management.
Proficiency in Microsoft 365 (Excel, SharePoint, Teams).
Excellent written and verbal communication skills.
Possession of a valid Virginia Driver’s License and compliance with the County’s Safe Driver Policy.

Nice To Haves

Master’s degree in Public Administration, Business Administration, Facilities Management, Engineering, or a related field.
Experience in public sector or public works is strongly preferred.
Experience with ERP systems (e.g., Tyler/MUNIS) and CMMS platforms.
Experience with GIS, including the ability to interpret, analyze, and apply geospatial data for facilities planning, asset management, environmental compliance, and operational decision ‑ making; familiarity with tools such as ArcGIS Online, spatial dashboards, map-based reporting, and integration of GIS layers into departmental systems (e.g., CMMS, capital planning, stormwater or environmental datasets).
Experience with data visualization tools (e.g., Power BI, Tableau), including the ability to design interactive dashboards, develop automated performance reports, build data models, and translate complex operational and financial datasets into clear visual insights that support decision ‑ making, budget forecasting, service delivery evaluation, and executive ‑ level presentations.

Responsibilities

Provide leadership, guidance, and supervision to Administrative Services staff.
Establish work priorities and performance expectations.
Conduct performance evaluations and support employee development, coaching, and team building.
Promote high standards of service, accountability, and professional growth.
Lead and manage the Administrative Services Division, including workload planning, performance reviews, and professional development.
Direct department-wide administrative functions including budgeting, HR support, procurement coordination, performance management, recruitment, and strategic planning.
Drive improvement of department-wide business processes, including work order flow, invoice processing, onboarding, policy revisions, and interdepartmental coordination.
Develop and maintain performance metrics, dashboards, and reports related to budgeting, procurement, service requests, and operational performance.
Provide actionable insights to FES and County executive leadership.
Coordinate and support departmental IT systems (e.g., asset management, Tyler/MUNIS, GIS, procurement, timekeeping, performance systems, document management) in collaboration with ACIT’s assigned system analyst.
In partnership with division managers, develop, administer, and monitor the FES operating and capital budgets.
Maintain and update administrative policies, SOPs, and desk guides; ensure staff compliance and coordinate internal audits.
Oversee customer service functions to ensure timely, accurate, and equitable service delivery across FES.
Assist in departmental Continuity of Operations (COOP) planning for severe weather, infrastructure failures, or other incidents.
Oversee records management, retention schedules, and public records requests in coordination with the County Attorney/Clerk’s Office.
Ensure administrative compliance with safety training requirements, incident documentation, and after-action reporting.
Oversee procurement processes and contract administration for equipment, services, and facilities management.
Oversee department internal communication protocols to support organizational departmental and operational efficiency.
Direct the use and maintenance of technology and data analytics for community and financial reporting
Prepare and present reports, analyses, and recommendations to the Director, County Executive, and/or Board of Supervisors.
Perform other duties as assigned.