Office Manager-Finance and Management Services

Office Manager

The Department of Finance and Management Services is seeking a detail-oriented, customer-focused professional to join our team as the Office Manager. In this dynamic role, you will serve as the department's first point of contact, providing exceptional service to employees, vendors, and visitors while supporting a wide range of administrative, financial, and operational functions. As an integral member of our team, you will manage accounts payable, budget and purchasing cards, assist with contract and purchase order administration, oversee records management and surplus property, and support special projects that contribute to the department's success.

This position offers the opportunity to collaborate across all specialty areas within the department, making each day varied, engaging, and impactful. If you thrive in a fast-paced environment, enjoy balancing multiple priorities, have a positive, service-oriented approach, and can handle confidential information with professionalism and discretion, we encourage you to apply and become an essential part of our team.

This is an administrative position. The incumbent performs routine tasks designed to coordinate office operations. This could include clerical support duties as well as duties related to fiscal operations and special projects. The Office Manager reports directly to a Department Head or designee and may supervise fiscal and/or administrative support staff.

• Performs human resources functions and prepares related paperwork.
• Coordinates programs or services.
• Develops reports as needed.
• Oversees the work of subordinates, as applicable.
• May prepare fiscal reports, such as payroll or budget-related items.
• May provide high-level administrative support to a Department Head, or Deputy.
• Performs related work as assigned.

Finance and Management Services:

• Performs financial and administrative functions related to procurement and prepares related paperwork.
• Begins and Ends Purchase Order Workflow in Financial System
• Maintains renewal notification process for contracts, vendors, and certificates of insurance
• Maintains departmental budget and projections sheets for Director
• Petty Cash Custodian
• Provide administrative support as needed to Director and Division Directors

Human Resources:

• Coordinates with General Services regarding onboarding of contractors
• Coordinates Service Award Program
• Registered Notary
• Provides support with various recruitment and training process

Working Conditions:

A. Hazards None Known

B. Environment Office

C. Physical Effort Minimal

D. Non-exempt

Knowledge, Skills and Abilities:

Knowledge of general business/office practices and procedures, required. Must be computer literate, preferably in Microsoft Office. Ability to communicate effectively and to maintain confidentiality, required. Budget/Math skills, desired.

Education, Experience and Training:
High school diploma or equivalent required (bachelor's degree preferred) with at least six (6) years of related experience. Supervisory experience desired – OR – Any equivalent combination of education, experience and/or training sufficient to demonstrate the knowledge, skills and abilities is acceptable.

Special Conditions:

• Criminal Records Check, including fingerprinting
• Valid Commonwealth of Virginia Driver's License (Economic Development Only)
• Work beyond normal work schedule
• CPS (Child Protective Services) Check – DSS, CSB, Community Resources and Court Services only
• Twelve-month probationary period
• Mandatory Participant in the Citizen Emergency Response On-call Plan (DSS ONLY)