Administrative Office Manager

Hiring Range: $43,888 to Commensurate with Experience

Full Time or Part Time: Full Time

Additional Detail

Applicants are encouraged to carefully review the job posting and answer the supplemental questions on the job application in their entirety.

Applications will be accepted Wednesday, August 28, 2024 through Wednesday, September 11, 2024. Applications will be reviewed the week of September 16, 2024.
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Amherst County Department of Social Services is seeking an experienced professional to fill the role of Administrative Office Manager.

The ideal candidate will bring experience from previous Local Department of Social Services role(s), and be confident in their ability to oversee a variety of work processes (program areas and administrative functions) while leading, developing, and supporting staff along the way. The individual in this role will provide executive-level support to the Director, Assistant Director, and Social Services Board; and will serve as a liaison for a variety of governmental agencies, departments, and community partners.

The salary for this role is $43,888 (Commensurate with Experience). Amherst County offers a generous benefit package which includes participation in the Virginia Retirement System, employer paid life and disability insurance, paid holidays, annual leave and sick leave, affordable medical, dental and vision insurance, etc.

An Overview of the Administrative Office Manager's Duties & Responsibilities:

• Oversee and/or assist management in the oversight of local agency's technical and administrative programs including but not limited to finance, human resources, security operations, facility management and contract administration.
• Assist Management in the preparation of reports and presentations to the public, County Administrator, Board of Supervisors and Social Services Administrative Board.
• Maintain confidentiality and professionalism when handling personnel matters and/or special projects as assigned by Director/Assistant Director.
• Act as the primary point of contact for the coordination, preparation, submission and resolution of all agency audits and reviews, including QAA, LRT, and Local Annual Audit.
• Reviews and evaluates the administrative and fiscal work of agency staff to ensure compliance with governing policies and code.
• 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.
• Responds to complaints and questions related to department operations; provides information, researches problems, and initiates problem resolution; performs conflict management as necessary.
• Maintains a comprehensive, current knowledge of applicable laws, regulations, policies, or other guidelines; reads professional literature; maintains professional affiliations; attends conferences, seminars, workshops, and training sessions regarding changing laws and policies
  

Education and Experience:
Associate's degree in business administration, accounting or related field supplemented with related experience or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Preferred Qualifications:
Previous experience in a Local Department of Social Services.
Previous experience with DSS/VDSS finance software systems such as LASER, BRS, and/or Thomas Brothers.
Previous experience with DSS/VDSS software related to Family Services & Benefit programs such as OASIS, Safe Measures, VEMAT, EPPIC/EBT, VaCMS, and/or SPIDER.
Previous experience with DSS/VDSS/Governmental Auditing to include but not limited to Quality Assurance and Accountability, Local Review Team (LRT), and the local annual audit.
Proven record of establishing and maintaining excellent working relationships with Community Partners, and Local, State, and Federal governmental entities.
Exceptional experience using Microsoft Office (mainly Excel, Word, and PowerPoint).

This position is considered essential and telework opportunities may be limited. Some overnight travel may be required for training.

Employees may be eligible for telework after satisfactory meeting probationary requirements and at the discretion of the department. Telework schedules vary based on the needs of the agency.

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This is a management title for employees that manage administrative and office support services and supervises office supervisors and other administrative staff. The Administrative Office Manager is distinguished from the Office Supervisor in that the Administrative Office Manager supervises Office Supervisors and manages a variety of administrative programs. The Administrative Office Manager is distinguished from the Administrative Services Manager in that the latter is responsible for managing not only the office support and administrative programs but all the agency's technical administrative programs such as finance, human resources, computer operations, facility management and contract administration.

General Work Tasks:

• Plans and coordinates administrative and office support activities such as recordkeeping, mail distribution, receptionist, and other office support services;
• Supervises various budgetary, fiscal, administrative, human resources, and clerical and technical functions such as purchasing and store keeping activities and mechanical and building maintenance;
• Analyzes financial data and monitors budget expenditures;
• Provides information and answers questions relating to audits financial records or activities;
• Processes various documents;
• Responds to data system problems;
• May oversee or perform information systems technical support and systems security functions;
• Maintains inventory;
• Maintains departmental personnel records and performs other human resources activities such as training, providing benefit information and maintaining leave; and
• Supervises office supervisors and other administrative staff.

Knowledge, Skills, and Abilities:
Considerable knowledge of agency, department or section administrative and program practices, policies and procedures; and management principles and practices.
Skill in operating and supervising others in the use of office equipment to include the personal computer.
Demonstrated abilities to interpret, apply, and manage others on administrative and program policies, procedures and services; train others; provide leadership and guidance to others; manage others who are supervising staff; prepare budget and financial data; evaluate office services and administrative procedures; make presentations; set objectives and determine how work will be accomplished to ensure effective office support operations; and to promote good working relations and create customer service and positive public relations.

Instructions to Applicants and Special Requirements:

Applicants are encouraged to carefully review the job posting and answer the supplemental questions on the job application in their entirety.

Consideration for an interview is based solely on the information within the application and/or resume. Applicants are encouraged to provide a complete listing of relevant work experience and qualifications, and answer the supplemental questions thoroughly.

Applications for this position must be submitted electronically through this website. Mailed, emailed, faxed, or hand-delivered applications will not be accepted. This website will provide a confirmation receipt when the application is submitted for consideration.

Applications will be accepted Wednesday, August 28, 2024 through Wednesday, September 11, 2024. Applications will be reviewed the week of September 16, 2024.

Applicants may be subject to a Criminal History Background search, Central Registry search, DMV/driving record check, and/or pre-employment drug screen. The investigation may include: fingerprint checks (State Police, FBI), local agency checks, employment verification and references, verification of education (relevant to employment), credit checks (relevant to employment) and other checks requested by the hiring authority.

All offers of employment are contingent upon satisfactory results of the required checks and screenings.

May be required to report for shelter duty during community disasters and/or emergencies.