Administrative Manager

Job Title

Spotsylvania County is committed to maintaining a drug free workplace. Employees are prohibited from manufacturing, distributing, possessing or using controlled substances such as marijuana. A positive drug test result, confirmed use or impairment can be subject to disciplinary action, up to and including termination in accordance with our personnel policies. A positive pre-employment drug test will also disqualify a candidate for hire.

DEPARTMENT OF SOCIAL SERVICES:
Under limited supervision, performs supervisory work in overseeing a variety of administrative work involving preparation and maintenance of records for the Social Services Department. Work involves supervising administrative staff, coordinating department new hire requisitions and training, and coordinating various personnel administrative, and clerical functions. Employee in this position must exercise initiative and independent judgment, and tact in dealing with all department employees, other County departments, and vendors.

This position is essential. Personnel occupying this position may be scheduled to work regardless of weather conditions and/or when general County offices are closed. Applicants must be available to work Sunday through Saturday as needed.

COUNTY ADMINISTRATION:
Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining and completing employee performance appraisals. Coordinates daily work activities; organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work; consults with assigned staff, assists with complex/problem situations, and provides technical expertise. Ensures departmental compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures;

initiates any actions necessary to correct deviations or violations. 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. Assists in developing and administering agency budget; monitors expenditures. Compiles all state/local budget reports; oversees data entry and maintenance of budget data.

Receives and reviews vendor invoices for payment; imports purchase orders; reviews purchase orders for budgetary amounts. Review and Approve entry of assigned staff payroll data/timesheets. Maintains inventory of department supplies and forms; ensures adequate inventory levels to conduct work activities; initiates orders for new/replacement items; restocks supply items. Receives various forms, reports, correspondence, purchase of service orders, vendor invoices, budget documents, report of collections, random moment sampling, leave requests, information bulletins, policies, procedures, manuals, directories, reference materials, or other documentation;

reviews, completes, processes, forwards or retains as appropriate. Operates a computer to enter, retrieve, review or modify data; utilizes word processing, spreadsheet, database, accounting, or other programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed. Oversees maintenance of department personnel files and other files/records;

prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents. Communicates with supervisor, employees, other departments, state/federal agencies, social service agencies, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction. Attends various meetings as appropriate.

Maintains a current knowledge of applicable laws, rules, regulations, standards, and guidelines; reads professional literature; attends workshops and training sessions as appropriate. Performs general clerical tasks, which may include making copies, sending/receiving faxes, sorting/distributing incoming mail, or preparing outgoing mail. Provides assistance or backup coverage for Deputy Clerk to the Board of Supervisor and Director of Community Engagement, or…