Office Manager

Title:

Office Manager

State Role

Title:

Salary Non-Specified

Hiring Range:
Hiring range for this position is $71,885-$82,668, commensurate with education and experience

Pay Band: UG

Agency: VA Cannabis Control Authority

Location:

VA Cannabis Control Authority

Agency Website: (Use the "Apply for this Job" box below)./

Recruitment Type:
General Public - G

Job Duties

Purpose of Position

The Office Manager ensures the smooth, efficient, and secure operation of the office by overseeing administrative workflows, coordinating facilities and vendors, managing calendars and communications, and supervising a team to include Administrative Assistants and Records Officer. This role drives operational consistency, quality, and service standards across the office, enabling teams to focus on core business activities while maintaining high levels of customer and employee satisfaction.

Office Operations & Administration

* Own daily office operations: reception coverage plan, mail/shipping, supplies inventory, and equipment upkeep.

* Establish, document, and continuously improve administrative procedures and SOPs.

* Coordinate facilities and building services (maintenance requests, security, collaboration with IT and HR on workplace assignments).

* Oversee records management practices, including digital and physical recordkeeping, retention schedules, proper classification, and secure destruction in compliance with state and organizational requirements.

* Ensure compliance with office safety protocols, visitor procedures, and emergency preparedness.

Administrative Team Leadership & Supervision

* Directly supervise three Administrative Assistants and a Records Officer: set priorities, assign tasks, monitor workload, and remove barriers.

* Provide coaching, regular check-ins, performance feedback, and development planning.

* Create coverage plans to maintain continuity during absences and peak periods.

* Establish service standards (response time, accuracy, confidentiality) and track adherence.

* Promote a positive, inclusive, and customer-centric team culture.

* Provide oversight and subject-matter support for FOIA and Records Management processes executed by assigned staff.

Scheduling, Coordination & Executive Support

* Manage complex calendars, meeting logistics, room bookings, catering, and technology setup.

* Coordinate cross-functional events (staff meetings, town halls, trainings, audits).

* Draft and proofread correspondence, presentations, and reports; ensure brand and policy compliance.

* Prepare agendas, take minutes, and track action items to completion.

* Support document preparation and tracking associated with FOIA responses and official records requests as needed.

Technology, Data, & Process Enablement

* Administer shared inboxes, distribution lists, and access permissions in collaboration with IT.

* Maintain administrative databases, contact lists, and vendor/asset records; ensure data accuracy and confidentiality.

* Identify automation opportunities; implement templates, forms, and workflows to streamline work.

* Support onboarding/offboarding tasks (workstation setup, credentials coordination, welcome materials).

* Implement and maintain digital records systems, FOIA tracking tools, and secure data storage solutions.

Communications & Stakeholder Service

* Serve as first point of contact for internal/external inquiries; triage and resolve issues promptly.

* Circulate office-wide communications, advisories, and policy updates.

* Build relationships across departments to anticipate needs and improve service delivery.

* Monitor satisfaction metrics; capture feedback and lead continuous improvement.

* Coordinate communications related to FOIA processes and ensure clarity, accuracy, and timeliness of responses.

Procurement & Budget Tracking

* Create purchase orders for office supplies and ensure timely approvals and processing.

* Track supply usage and maintain accurate inventory records to prevent shortages or overstocking.

* Monitor and track the operational budget; prepare monthly variance reports and flag discrepancies.

Travel Coordination

* Manage and supervise the travel process for staff, including booking flights, hotels, and ground transportation.

* Ensure compliance with company travel policies and cost-control measures.

* Oversee administrative assistants in handling travel arrangements and expense documentation.

* Maintain travel records and provide reporting for budget and audit purposes.

Other duties as assigned

* Follow workplace safety regulations and adhere to applicable standards, processes, and programs established for your position.

* Report unsafe work conditions to your supervisor.

* Immediately report work-related incidents to your supervisor and participate in accident investigation requests.

Minimum Qualifications

Knowledge

Skills and Abilities

* Office administration best practices, records management, and basic procurement principles.

* Familiarity with facilities coordination, vendor management, and service contracts.

* Understanding of confidentiality…