Administrative Manager

General Definition Of Work

Engages in a range of intricate paraprofessional and administrative responsibilities, providing support across various office operations. This role entails collaborating with team members to ensure the smooth execution of office tasks, including scheduling meetings, managing correspondence, and organizing documents. Additionally, the position involves overseeing and guiding subordinate office staff to enhance productivity and maintain high standards of work. All activities are carried out under general supervision, allowing for independent decision-making while adhering to established policies and procedures.

Examples of Duties

• Trains, develops, assists, and reviews the progress of subordinate personnel; provides and documents feedback and evaluations in both verbal and written forms.
• Acts as the database manager for the Records Management System (RMS).
• Prepares investigative reports, ensuring statistical data is formatted and validated; 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 (IBR) 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 – IBR, FOIA, Records.
• Affords assistance to the public with the completion of various records, applications, etc.; verifies completeness and accuracy of information; coordinates processes with other agencies and departments.
• Prepare statistical and financial reports.
• Attends meetings, takes and transcribes meeting minutes; oversees the 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.
• Aid the public and employees with questions or complaints about the department.
• Operates a variety of office and computer equipment.
• Performs related tasks as required.

Knowledge, Skills And Abilities

• In-depth understanding of the department's organization, functions, and general administrative policies and practices.
• Proficient in Microsoft Office 365, with a strong focus on applications such as SharePoint and Teams to facilitate collaboration and project management.
• Skilled in database management, ensuring accurate data organization and integrity.
• Adept at leveraging SharePoint for document sharing, team collaboration, and workflow automation, while using Teams to enhance communication and coordinate tasks among team members.
• Ability to quickly learn and adapt to new software that enhances daily operations, improving efficiency and productivity in the workplace.
• Demonstrates a comprehensive understanding of the National Incident-Based Reporting System (NIBRS) along with the associated guidelines and protocols for managing records retention.
• This includes awareness of specific data collection standards, reporting procedures, and the importance of maintaining accurate, secure records over time to comply with legal and regulatory requirements.
• 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.
• Proficient in reading and accurately interpreting complex reports, classifications, and specialized terminology required for NIBRS data entry and review.
• Proficient in maintaining records and preparing accurate reports and correspondence from various technical or data sources.
• Able to perform tasks and organize work independently.
• 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.

Education and Experience

• A 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 3 years supervisory experience.
• Alternatively, any combination of education, training, and experience that provides the necessary knowledge, skills, and abilities will be considered.

Physical Requirements

• This job involves sedentary work that requires occasional exertion of up to 10 pounds of force and negligible force to move objects frequently or constantly.
• The work involves reaching, fingering, grasping, and repetitive motions.
• Vocal communication is necessary to express or exchange ideas verbally, 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 the accuracy and thoroughness of work, and observing the general surroundings and activities.
• The worker is not exposed to adverse environmental conditions.

Benefits

Note: All employees are required to have direct deposit of their bi-weekly paychecks into one or more financial institution(s) of their choice. Information must be presented at time of hire. 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.