Salary: $48,386.93 - $68,709.45 AnnuallyLocation : Spotsylvania, VAJob Type: Regular Full-Time (Non-Exempt)Job Number: 02485Department: SheriffDivision: CommunicationsOpening Date: 01/06/2025Closing Date: ContinuousGeneral Statement of JobUnder general supervision, provides staff support for the Department. Work involves entering data, preparing invoices, correspondences, and memorandums. Work also involves answering the telephone, ordering necessary supplies, assisting the general public, and taking messages as needed. Employee is responsible for tracking project expenditures, reporting and processing time sheets, as well as performance reviews. Responsibilities also include maintaining and preparing a variety of reports, records, and files. Employee must exercise considerable tact and courtesy in contact with the general public. Special Duties & ResponsibilitiesEmergency Communications:
- Performs office management functions; coordinates daily activities and projects of the department; handles incoming calls and screening of visitors; resolves non-routine situations as seen necessary by the Division Commander; interprets and explains departmental and county policies; reviews reports/documents prepared by the Division Commander and other department members for accuracy and appropriateness; coordinates electronic/paper processing of a variety of documentation associated with department operations within designated timeframes and per established procedures, to include but not limited to training manuals, the Standard Operating Procedures Manual, Department New Hire Booklet, Radio Briefings, and other files as deemed necessary by Director.
- Performs administrative tasks in support of the department; independently prepares routine correspondences/reports and responds to incoming mail, e-mail, and telephone calls as appropriate.
- Processes payroll and personnel documentation; reviews time sheets for accuracy and researches discrepancies; posts time sheets and forwards for payment; processes employment applications for department positions; administers prescreen department interview tests; prepares and maintains personnel records.
- Monitors inventory levels of department equipment, supplies, forms, and other materials; ensures availability of adequate materials to conduct work activities; researches competitive price quotes and prepares department funding/bid requests for items to include, office furniture, software, and other items deemed necessary by/for the Division Commander; initiates purchase orders for new/replacement items for the department.
- Processes invoices and other financial documentation; reviews invoices for accuracy and researches discrepancies; posts invoices and forwards invoices for payment.
- Assists with the preparation of departmental budget; compiles data for budget preparation; reviews financial reports of department revenues and expenses; prepares various budget documents, including, but not limited to, financial statements.
- Coordinates arrangements for various meetings, which may include scheduling, preparing agendas and packets, coordinating room setup/refreshments, attending meetings, recording meeting minutes, distributing documentation, maintaining records, or other tasks as necessary.
- Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff.
- Processes, reviews, and follows up on various departmental forms, reports, correspondences, meeting minutes, employee accident reports, deposit sheets, purchase orders, billing statements, budget documents, schedules, payments, employment applications, time sheets, leave requests, attendance records, payroll/personnel documents, inventory records, invoices, financial reports, employee identification requirements, contracts, policies, procedures, handbooks, manuals, reference materials, newspaper advertisements, contracts, or other documents; forwards or retains as appropriate.
- Operates a computer to enter, retrieve, review, or modify data; verifies the accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, presentation, desktop, publishing, calendar, e-mail, Internet, or other computer programs; performs basic maintenance of office/computer equipment such as backing up data or replacing paper toner/ribbons; serves as department representative in troubleshooting computer related issues; coordinates service/repair activities for office equipment as needed.
- Supervises maintenance of department file/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designed order; retrieves/replaces files; purges electronic/paper files and destroys/disposes obsolete records according to State and County guidelines.
- Performs general clerical tasks, which may include making copies, opening/sorting incoming mail, processing outgoing mail; distributing documentation, or sending/receiving faxes.
- Answers telephone calls, greets visitors, and ascertains nature of business; provides assistance and information regarding department services, activities, procedures, forms, fees, or other issues; records/relays messages and directs callers/visitors to appropriate personnel; responds to routine questions; researches problems and initiates problem resolution.
- Communicates with supervisors, employees, job applicants, instructors, other departments, county officials, members of the Board of Supervisors, vendors, sales representatives, outside organizations, and other individuals as needed to coordinate work activities, reviews status of work, exchanges information, or resolves problems.
- Maintains a comprehensive, current knowledge of applicable policies; maintains an awareness of new trends and advances in the profession; attends workshops and training sessions as appropriate.
- Manages special projects through task assignments and project timelines.
- Attends various meetings; represents the department on various committees as appropriate.
- Performs other related duties as required.
Minimum Training & ExperienceAssociate's Degree with course work emphasis in Business Administration, Accounting, or a related field; supplemented by three (3) years of previous experience and/or training that includes secretarial, office management, bookkeeping, accounting, supervision, customer service, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities required. Special Requirements
- Knowledge of the policies, procedures, and activities of the County and of departmental practices as they pertain to the performance of duties relating to the position of Office Manager.
- Knowledge of modern office practices, methods, and procedures and operation of standard business equipment.
- Knowledge of basic accounting, bookkeeping, and budgeting procedures, methods, and standards.
- Knowledge of the terminology, principles, and methods utilized within the department.
- Knowledge of arithmetic, grammar, spelling, and vocabulary.
- Knowledge of the policies and procedures of the Utilities/Public Works Department and its programs.
- Knowledge of modern office practices and procedures. Has some knowledge of modern bookkeeping techniques and procedures.
- Ability to effectively supervise, motivate, and evaluate employees.
- Ability to comprehend, interpret, and apply regulations, procedures, and related information.
- Ability to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities.
- Ability to make administrative decisions in accordance with departmental policies and procedures.
- Ability to effectively communicate and interact with subordinates, supervisors, members of the general public, and all other groups involved in the activities of the department.
- Ability to screen communications and, based on content, handle them independently or route them to the proper source.
- Ability to use common office machines, including computer-driven word processing, spreadsheet, and file maintenance programs.
- Ability to type with accuracy at the speed required by the position.
- Ability to use independent judgment in organizing and establishing format. Ability to express ideas orally and in writing.
- Ability to exercise tact and courtesy in contact with the general public.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
- Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar or divergent from obvious standards) of data, people, or things.
- Ability to speak and/or signal people to convey or exchange information. Includes receiving assignments and/or directions from superiors or co-workers.
- Ability to read maps, statements, letters, purchase orders, landfill tickets, applications, forms, etc.
- Ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives
- Ability to apply principles of persuasion and/or influence over others in a supervisory capacity. Handles necessary situations with discretion, poise, tact, and good judgment.
- Ability to read a variety of information and technical documentation, directions, instructions, and methods and procedures.
- Ability to write reports with proper format, punctuation, spelling, and grammar, using all parts of speech.
- Ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
- Ability to prepare correspondence, reports, forms, payroll forms, etc., conforming to all rules of punctuation, grammar, diction, and style.
- Ability to apply commonsense understanding to carry out detailed but uninvolved written or oral instructions; to deal with problems involving a few concrete variables in or from standardized situations.
- Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
- Ability to learn and understand relatively basic principles and techniques, to make independent judgments in the absence of supervision, and to acquire knowledge of topics related to primary occupation.
- Ability to record and deliver information, explain procedures and policies, and follow verbal and written instructions, guidelines, and objectives.
- Ability to deal with people beyond giving and receiving instructions.
- Must be adaptable to performing under stress and when confronted with persons acting under stress.
PHYSICAL REQUIREMENTSMust be physically able to operate a variety of office machines, tools, and equipment, such as computers, printers, fax machines, copy machines, transcription equipment, postage meters, paper cutters, shredder machines, calculators, and telephones. 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 workstation. 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 moderate levels of eye/hand/foot coordination. Requires the ability to inspect items for proper length, width, and shape, visually with job-related equipment. Requires 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 the nature of sounds by ear).The following programs offered by Spotsylvania County provide our employees with benefits that promote employee health, well-being and financial stability, now and in the future. The County's variety of comprehensive and competitive benefit programs* include: Health Insurance with Dental & Vision Flexible Spending Accounts (FSA) Health Insurance Plans Life Insurance Opt-Out Program Paid Holidays Paid Leave Sick Leave Bank Supplemental Insurance Plans Tuition Assistance Program Retirement Plan Required Notices Deferred Compensation - 457 Plans*Some benefits are exclusive to full-time employees. To learn more, please contact the Department of Human Resources.