Job Description

Title Description- This is a management title for employees that manage office support and administrative programs. These managers are responsible for planning, directing, or coordinating supportive services of an organization, such as office support services, finance, and human resources. The Administrative Services Manager is distinguished from the Office Manager in that the Administrative Services Manager is responsible for managing the local agency’s technical administrative programs such as finance, human resources, computer operations, facility management and contract administration.
General Work Tasks (Illustrative Only) –

• Supervises, directs, and evaluates assigned staff, employee concerns and problems, directing work, counseling, disciplining, and completing employee evaluations.
• Monitors status of work progress and approves 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.
• Manages various budgetary, fiscal, administrative, human resources, and clerical and technical functions such as purchasing, inventory, mechanical and building maintenance.
• Answers questions and provides instructions for state/local finance departments.
• Provides information and answers questions relating to audits of financial records, human resource transactions or activities related to the fiscal transactions.
• Coordinates state/local computer technology.
• Develops and maintains administrative procedures.
• Assures that assigned areas of responsibility are performed within budget.
• Monitors various service contracts.
• Manages all facility issues and repairs within the office as well as coordinating and reporting all maintenance problems within the office and assuring that each problem is corrected in a timely manner (Example: plumbing, heating, cooling, electrical, etc.)
• Assists with security of the DSS including maintaining record of security pass codes for entrance in the DSS as well as seeing that the security policies and procedures are followed.
• Manages all budgetary, financial, and accounting functions and preparation of reports for all sources of revenue and funding for the local DSS.
• Oversees, manages, and obtains pricing and information regarding ordering office supplies, furniture, equipment, etc. for the local DSS, as well as any purchases made with funds through the State.
• Ensures that records are properly maintained, protected and accessible as long as the files are retained by the local DSS.
• Prepares, creates, submits, and recommends to the Director of Social Services all budgetary line items including salaries and offices expenses for the office budget for the DSS and manages, reconciles, and reports local expenditures to the Virginia Department of Social Services for reimbursement monthly and requests supplemental funds as required.
• Oversees and assigns responsibilities managing the agency’s fleet vehicles including maintenance and repairs.
• Serves as the Agency’s Primary Local Security Officer, including setting up user access and terminating access to all state and local systems, troubleshooting technical issues, maintaining equipment inventory, installing computer hardware and software and ensuring required training is completed.

Knowledge, Skills, and Abilities: Considerable knowledge of agency practices, policies, procedures and management principles and practices. Demonstrated ability to interpret, apply and manage others on administrative and program policies, procedures, and services. Ability to train others, providing leadership and guidance.

Must have considerable knowledge of accounting procedures and practices, budget preparation and financial management, office management, computer operations, human resource management.

Human Resource Management to include interpretation and compliance with all state and federal laws and regulations.

Proficiency in Microsoft Office products, including Word and Excel.

Education and Experience- Bachelor’s degree in finance, accounting, public administration, business, or related field supplemented with related experiences or any equivalent combination of training and experience which provides the required knowledge skills and abilities.
Preferred Qualifications: Experience in leadership or management role

Management level accounting experience

Proficiency in Microsoft Office, including Word and Excel

Thomas Brothers, BAI Bright System, LASER, Local HR Connect System experience

Experience working in a public agency or local department of social services

Experience processing payroll and administering employee benefits.

Special Requirements: All applicants are subject to a DMV driving record check, pre-employment drug screen, and CPS and criminal history search. The investigation may include fingerprint checks (State Police, FBI); local agency checks; employment verification, verification of education (relevant to employment) credit checks and other checks requested by hiring authority. Employee must have a valid driver’s license. Employee must be willing to work in community emergency shelter in the event of an emergency or natural disaster.

All offers of employment are contingent upon satisfactory results of required checks and screenings.

Special Instructions to Applicants: Applications for this position must be submitted electronically through this website. Mailed, e-mailed, faxed or hand delivered applications will not be accepted. This website will provide a confirmation receipt when the application is submitted for consideration. Consideration for an interview is based solely on the information within the application. Please refer to your account for the status of your application on this position. About us: Our agency works on merit-based performance plans. Probationary increases are given following the completion of a successful probationary period.

Southampton County Department of Social Services is an Equal Opportunity Employer

VDSS is one of the largest Commonwealth agencies, partnering with 120 local departments of social services, along with faith-based and non-profit organizations, to promote the well-being of children and families statewide. We proudly serve alongside nearly 13,000 state and local human services professionals throughout the Social Services System, who ensure that thousands of Virginia's most vulnerable citizen have access to best services and benefits available to them.