Habitat Management Division Office Manager

State of Virginia•Hampton, VA

49d•$45,000 - $60,000

About The Position

To effectively and efficiently manage the annual receipt of the Commonwealth's Joint Permit Applications (JPA) and revisions, correspondence, and public input for the Virginia Marine Resources Commission's Habitat Management Division. This position provides critical support to the agency's Habitat Management Division's responsibilities, mandated by statute, and the administration of the marine habitat protection programs of the Commonwealth. This in turn ensures timely and competent service to the public being served. The Office Manager functions as the primary contact with the public, applicants, agents, local wetland boards, and other state and federal regulatory agencies.

Requirements

Knowledge of administrative processes and procedures, clerical skills, and a thorough understanding of information systems, word processing, and office automation devices.
Ability to apply knowledge of, and provide training in, office/business practices and procedures.
Analytical aptitude, the ability to make decisions, and take initiative are essential.

Nice To Haves

Graduation from a college or university with a degree in Marine Science, Environmental Engineering or related field.
Extensive experience in office management, experience in supervising a clerical staff.

Responsibilities

Functions as Office Manager for the Division, responsible for the direct supervision of all clerical support in habitat permitting. Also serves as the administrative assistant to the Division Head.
Position screens all outgoing correspondence and prepares policy level correspondence for the Division Head or Commissioner as required.
Maintains an incoming and outgoing mail control system to ensure appropriate and timely action and response.
Maintains inventory control, monitors the division's administrative budget and handles the supply acquisition and equipment purchasing systems.
Responsible for performing purchasing and using the small purchase credit card in a fiscally responsible manner and complying with all purchasing and guidelines and goals.
Ensures that clerical staff promptly scan and upload completed files into the permit tracking database. Coordinates and approves all clerical staff leave requests in Cardinal system.
Oversee the scanning and digital archiving of historical files. Prepares annual personnel evaluations to assigned clerical personnel.
Maintains a working file on all permits in process, as well as continuous reference to computer files in response to public inquiries.
Processes shoreline permit applications which require adherence to a complex and time sensitive array of procedures and technical and legal requirements.
Coordinates and supervises a real-time computerized permit tracking system ensure timely and accurate responses to queries from management, federal/state/local government agencies, applicants and the public at large.
Handles the initial receipt of all permit applications and the creation of a unique data file and the electronic distribution of applications and subsequent correspondence to local, state, and federal government.
Provides training and technical guidance to the clerical staff personnel that serve the field environmental engineers and surveyors.
Prepares or oversees the preparation of all office correspondence relating to the permitting processing for a specific geographic area of the Commonwealth of Virginia.
Responds to telephone inquiries from applicants, governmental agency representatives a public at large concerning the status of specific projects.
Prepares or oversees the preparation of all legal documents for case records which must be transmitted to the various Circuit Courts for court review of appeals of Commission case decisions.
Oversee the preparation of comprehensive briefing and reference materials which are prepared for the formal monthly Commission meetings, and which involve disputed projects and/or Commission review of appeals of local wetland board decisions.