Administrative Services Division Director

General Statement of Job

Under limited supervision, this position performs highly responsible supervisory and administrative work that supports the general management and activities of the Administration Division within the Department of Social Services. The Administration Division consist of the Agency's Office Support Team and the Fiscal Team. The Division Director of Administration is responsible for planning, directing, or coordinating supportive services of the organization, such as office support, finance, budget, and various human resource related functions. This role ensures the administrative and fiscal Agency workflows are efficient, productive and follow proper law, policy and procedures. Work involves coordinating and directing the efforts and resources of multiple units across the agency; developing and implementing operating policies and procedures within the framework of department/divisional goals and objectives; managing, reviewing, and analyzing budgets, fiscal policies, procedures, and best practices; and leading/assisting with quality improvement efforts within the agency. This role is responsible for the oversight of the Agency's onboarding and new hire processes. This position must establish and maintain productive working relationships with all agency staff, stakeholders, County and State officials, other local departments of social services, and community partners. Reports to the Director of Social Services or her/his designee.

This position is essential. Personnel occupying this position may be scheduled to work irrespective of weather conditions and/or when general county offices are closed.

Special Duties & Responsibilities

• The Division Director has primary responsibilities of performance management and quality assurance in the Administration Division and staff training and development, to include oversight of recruitment and on-boarding staff in the Division.

• Serves as a project manager for various special projects, programs and services.

• Acts as the primary point of contact for the coordination, preparation, submission and resolution of all agency audits, evaluations and reviews.

• Coordinates, develops, implements, and monitors program improvement plans or corrective actions to achieve outcomes, goals and objectives.

• Monitors state and federal legislation and apprises Social Services Director on potential impacts.

• Supports the Social Services Director and Deputy Director in the preparation of reports and presentations to the public, County Administrator, Board of Supervisors and Social Services Advisory Board.

• Plans, assigns, reviews and evaluates the work of supervisory staff responsible for effective delivery of administrative and fiscal services and compliance with governing policies and code.

• 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.

• Conducts internal/external needs assessments of the agency to reassess agency needs or to assist other public/private groups in assessing needs of the community; pursues resource development within the community and with state agencies.

• Responds to complaints and questions related to department operations; provides information, researches problems, and initiates problem resolution; performs conflict management as necessary.

• Supervises or coordinates county-wide emergency programs; supervises activities of emergency workers, volunteers, and interns; serves as member of VOPEX Team to assist with shelter management in case of a nuclear power plant emergency.

• Operates a computer to enter, retrieve, review, or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, presentation, e-mail, Internet, or other computer programs.

• Attends various meetings, serves on committees, and makes presentations as needed; Participates in state or regional work groups on relevant issues and initiatives.

• Maintains a comprehensive, current knowledge of applicable laws, regulations, policies, or other guidelines; reads professional literature; maintains professional affiliations; attends conferences, seminars, workshops, and training sessions regarding changing laws and policies.

Minimum Training & Experience

Bachelor's degree in Business, Accounting, or closely related field; supplemented by five (5) years previous experience and/or training that includes social services administration, computer operations with at least three (3) years in a supervisory role; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Possession of a valid driver's license issued by the Commonwealth of Virginia.

Special Requirements

Must be physically able to operate a variety of office machines, tools and equipment, such as a computer, printer, copy machine, fax machine, shredder, calculator, or telephone. Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Requires the ability to inspect items for proper length, width, and shape, visually with job-related equipment. Requires the ability to coordinate hands and eyes in using automated office equipment. Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination. May require the ability to differentiate colors and shades of color. Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear).