Administrative Services Manager

COUNTY OF WARREN 

ADMINISTRATIVE SERVICES MANAGER 

GENERAL DEFINITION OF WORK:                                       FLSA Status:  Non-Exempt

Performs complex skilled clerical and responsible administrative work providing lead administrative support and office management assistance to the Sheriff; overseeing the clerical activities of the office staff; does related work as required.  Work is performed under general supervision.  Supervision is exercised over subordinate clerical personnel.

ESSENTIAL FUNCTIONS/TYPICAL TASKS:

Coordinating, overseeing and participating in the administrative and office assistance duties in the Sheriff’s Office; training and supervising clerical staff; coordinating the preparation and maintenance of office files and records; assisting citizens.

(These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)

• Answers telephone; assists public with questions; takes messages and schedules appointments.
• Types general and confidential correspondence, discipline letters, memorandum, reports, press releases, job postings, schedules, statistical tables, reports and other materials from rough draft, copy, marginal notes or verbal instructions.
• Designs, maintains and prints and/or orders printed materials; prepares PowerPoint presentations for community events.
• Assists in the preparation of the Sheriff’s Office budgets; prepares budget spreadsheets to forecast expenses; reconciles monthly budget expenses; prepares and tracks purchase orders and purchase requisitions; advertises invitation to bid; supervises monthly invoice approval process.
• Prepares annual State Compensation Board budget; processes monthly state compensation payroll for reimbursement to the County; processes personnel changes in the state compensation system.
• Administers and reconciles account for collected Sheriff’s Office fees.
• Maintains Sheriff’s appointments and calendar of events; coordinates special projects/events.
• Serves as liaison for Sheriff’s Office to other County departments.
• Receives and responds to incoming calls for the Sheriff; screens calls and appointments for the Sheriff.
• Maintains job files; processes applications; assists human resources with processing new hires, employee discipline, terminations, unemployment claims and worker’s compensation; maintains personnel records; assists in processing timecards, resolving issues regarding pay, overtime, deductions for benefits, etc.
• Coordinates and processes employee training records with Rappahannock Regional Criminal Justice Academy and Department of Criminal Justice Services; enters and updates deputy information for DCJ’s on-line tracking system.
• Plans, assigns, supervises and performs complex clerical work in the Sheriff’s Office.
• Orients, trains, develops assists and reviews progress of clerical staff.
• Performs related tasks as required.

KNOWLEDGE, SKILLS AND ABILITIES:

Comprehensive knowledge of standard office procedures, practices, techniques and equipment; thorough knowledge of standard clerical practices and procedures and of fiscal or statistical record keeping and reporting; thorough knowledge of business English and arithmetic; general knowledge of law enforcement operations and the Sheriff’s Office; ability to communicate ideas effectively in both oral and written forms; ability to plan and supervise the work of subordinate clerical personnel; ability to prepare financial reports; ability to establish and maintain effective working relationships with associates, County officials, media contacts and the general public.

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from an accredited community college with major course work in business management, human resources, public relations or related field and extensive clerical and administrative support experience including some supervisory experience.

PHYSICAL REQUIREMENTS:

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects; work requires fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

SPECIAL REQUIREMENTS:

Possession of an appropriate driver’s license valid in the Commonwealth of Virginia. Notary Public.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.