Administrative Manager

Administrative Manager – Stafford County Sheriff’s Office

The Stafford County Sheriff’s Office seeks a highly qualified Administrative Manager. Prior experience in law enforcement, Records Management System (RMS), and National Incident Based Reporting System (NIBRS) is preferred.

Hiring Range: $33.13 - $45.56 per hour.

Preferred applicants will have strong knowledge of RMS and NIBRS, proven supervisory experience, and ability to manage records, reporting, and office operations.

• Acts as the database manager for the Records Management System (RMS).
• Trains, develops, assists, and reviews the progress of subordinate personnel; provides and documents feedback and evaluations in both verbal and written forms.
• Prepares investigative reports, ensures statistical data is formatted and validated, and submits monthly reports to the Virginia State Police.
• Acts as a liaison between the Sheriff’s Office and the records management vendor to ensure successful system updates.
• Manages and assigns administrative and clerical tasks to the Records Specialists and administrative staff.
• Trains new users on report writing and inquiry.
• Performs quality control through review of criminal reports to ensure Incident-Based Reporting (I ) criteria are met.
• Composes correspondence and prepares reports independently or from oral instructions.
• Develops, establishes, and maintains office filing, indexing, and record systems, and oversees their maintenance based on Library of Virginia Retention Schedules.
• Performs a variety of complex clerical and office assistance duties with the ability to support all department functional areas – I , FOIA, Records.
• Assists the public with the completion of various records, applications, etc.; verifies completeness and accuracy of information; coordinates processes with other agencies and departments.
• Prepares statistical and financial reports.
• Attends meetings, takes and transcribes meeting minutes; oversees preparation of packages for dissemination before meetings.
• Receives incoming calls, determines the nature of the business, and directs calls to the appropriate party for resolution; also responds to requests for information.
• Handles administrative tasks, organizes events, schedules appointments, and manages meeting calendars.
• Assists the public and employees with questions or complaints about the department.
• Operates a variety of office and computer equipment.
• Performs related tasks as required.

• In-depth understanding of the department's organization, functions, and general administrative policies and practices.
• Proficient in Microsoft Office 365, with focus on SharePoint and Teams for collaboration and project management.
• Skilled in database management, ensuring accurate data organization and integrity.
• Proficient in reading and accurately interpreting complex reports, classifications, and specialized terminology required for NIBRS data entry and review.
• Basic understanding of the Freedom of Information Act, especially as it pertains to law enforcement.
• Ability to plan, organize, coordinate, and oversee the work of subordinates.
• Capable of providing effective leadership.
• Skilled at building and maintaining effective relationships with subordinates, coworkers, the Sheriff’s Office, County officials, and the public.
• Skilled at maintaining appropriate staffing levels to ensure effective customer service coverage.

• High school diploma or equivalent is required; an associate’s degree in business management, criminal justice, or a related field is preferred.
• Five years of experience in database and/or records management and three years of supervisory experience.
• Alternatively, any combination of education, training, and experience that provides the necessary knowledge, skills, and abilities will be considered.

This job involves sedentary work that requires occasional exertion of up to 10 pounds of force and negligible force to move objects. The work involves reaching, fingering, grasping, and repetitive motions. Vocal communication is necessary, and hearing is required to understand information at normal speaking levels. Visual acuity is essential for preparing and analyzing written or computer data, inspecting for small defects or components, operating machines, ensuring accuracy and thoroughness, and observing general surroundings and activities.

The worker is not exposed to adverse environmental conditions.

Proper Identification must be shown at time of hire in order to complete the necessary paperwork for compliance with the Immigration Control and Reform Act of 1986.

Please  for our full-time benefits.