Job Description

Posting number: 14190

Department: Human Services

Division: Division of Social Services

Job classification: Office Manager

Posting type: Promotional

Categories: Social Services, Miscellaneous, Human Services, Community and Social Services, Office and Administrative Support

Norfolk, Virginia is America's most authentic and urban waterfront city. Home to the world's largest naval station and the business, arts, and cultural center of Coastal Virginia, Norfolk has been rated a top place to live, work, play, and raise a family by numerous publications. Working for the City of Norfolk is an opportunity to make a real difference in the lives of others. With our commitment to competitive pay and a strong retirement package, you can do good for your community and do well for yourself. Join a caring workplace that proudly celebrates uniqueness, authenticity, and a shared commitment to improving the lives of our residents.

The City of Norfolk’s Department of Human Services (NDHS) provides a wide range of essential services to its citizens. These services are crucial in supporting the wellbeing of the community and ensuring that all citizens have access to the resources they need. NDHS is committed to providing such comprehensive support to its citizens. The Administrations and Operations teams play a crucial role in the effectiveness of the Norfolk Department of Human Services (NDHS). By ensuring that the agency is equipped with up-to-date facilities and technology, they enable the various services provided by NDHS to function efficiently and effectively. This commitment not only enhances the work environment for the staff but also improves the quality of services provided to the citizens. It’s an essential part of maintaining the high standards of the NDHS.

The NDHS Foster Care and Adoption Program serves youth ages birth-21 that are in foster care or have been adopted from foster care. This program also recruits, trains, certifies and supports kinship and foster parents that work with the youth in the program.

The Office Manager coordinates and manages administrative support and staff. The Office Manager oversees and evaluates the efficiency of state and local program, prepares various financial and statistical reports to monitor costs, and secures state reimbursements for payments made.

The ideal candidate will possess the following:

• Knowledge necessary to understand basic operational, technical, or office processes.
• Proficient in Microsoft Suite, knowledgeable of mail-merge, V-Lookup and other office software.
• Proficient in the use of OASIS and Laserfiche.
• The ability to lead a team of office support staff.

Examples of duties

The essential functions of this position include, but are limited to the following:

• Supervises and coordinates staff by maintaining work schedules, prioritizing tasks and responsibilities, and coordinating staff training.
• Provide Administrative support to the Foster Care Programs Manager
• Ensures the quality of work provided by assigned staff.
• Coordinates and schedules training for the team.
• Manages document imaging, drop off, and information and referral.
• Assists with the preparation of records for audits of the foster care/adoption/KinGAP teams
• Develop new office procedures.
• Enters leave requests into the Peoplesoft system.
• Prepares and generates statistical and confidential reports.
• Produces, reviews and edits various statistical reports, letters, and memoranda.
• Compiles materials to assist in preparation of budgets.
• Reviews, interprets, and implements state and local policies and procedures.
• Writes reports, compiles records, prepare forms, and provides resources.
• Tracks and completes all Budget Reports assigned to the Programs Manager
• Schedules interviews, completes references and additional personnel tasks as assigned.
• Other tasks pertinent to the Foster Care Team may be assigned.

Qualifications

Work requires knowledge of a specific vocational, administrative, or technical nature which may be obtained with a two-year associate's degree, diploma or equivalent from a college, technical, business, vocational, or correspondence school. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.

Two (2) years' experience. One-Two (1-2) years' experience performing similar functions preferred.