Title: Administrative Manager #CSAW4347

State Role Title: General Admin. Supv. II/Coord. II

Hiring Range: $65,000 - $75,000/yr. (commensurate with experience)

Pay Band: 5

Agency: Sec of Health & Human Resource

Location: OCS HOME OFFICE

Agency Website: www.csa.virginia.gov

Recruitment Type: State Employee Only - E

Job Duties

The Children’s Services Act (CSA) creates a collaborative, child-centered, family focused, community-based system of care that effectively meets the needs of eligible youth and their families in the Commonwealth. The Office of Children’s Services (OCS) serves as the administrative entity to ensure proper administration of the CSA and implementation of the decisions of the State Executive Council for the Children’s Services.

The Office of Children's Services is currently seeking an Administrative Manager. This position is a professional administrative management position responsible for organizing, coordinating, and managing administrative operations, procedures, and resources to ensure the efficient functioning of the OCS Office. Under limited supervision of the Executive Director, the Administrative Manager develops, monitors, and manages procurement and finance (accounts payable) processes, logistics management for meetings/training events and other activities, executive support, and confidential and time-sensitive operational activities of the OCS Office. The Administrative Manager serves as a confidential liaison to the Executive Director, OCS staff, State Executive Council (SEC), the State and Local Advisory Team (SLAT), and internal and external constituencies on all matters pertaining to the operations of the OCS Office. The Administrative Manager also provides responsible administrative coordination and management of activities of the SEC and SLAT and communicates with high-level government officials, including the Offices of the Governor, the Secretary of Health and Human Resources, the directors of child-serving agencies, and General Assembly members on behalf of the Executive Director, including critical and highly confidential and sensitive matters.

Minimum Qualifications

• Considerable office management experience to include financial management, procurement, and general office administration.
• Experience as an executive or senior-level administrative assistant providing responsible executive/administrative support.
• Considerable knowledge of office management and business practices and procedures.
• Knowledge of principles and practices of fiscal operational activities and procurement.
• Demonstrated ability to prioritize work, manage administrative activities, and coordinate multiple assignments to meet critical deadlines.
• Demonstrated ability to communicate tactfully and respectfully with agency staff, high-level officials, local governments, and the public.
• Effective interpersonal skills and the ability to build relationships with internal and external stakeholders, including staff, board members, and representatives from state and local agencies.
• Strong analytical, problem-solving, and critical thinking skills.
• Ability to move critical matters and projects forward within deadlines and with minimal guidance from the Executive Director.
• Ability to maintain a high level of integrity and discretion in handling confidential information and difficult and sensitive matters with tact, discretion, and judgment.
• Experience coordinating logistics and managing all details for high-level meetings, training events, and other activities.
• Demonstrated ability to accurately and succinctly write meeting minutes, summarizing decisions and major points with minimal editing required.
• Knowledge of the use of the English language and ability to proofread lengthy documents to ensure a high level of accuracy and correctness in content, spelling, and grammar.
• Experience planning, coordinating, and managing daily office activities, including answering phones, directing calls and emails, distributing mail, ordering supplies, paying bills, and copying materials.
• Experience independently conducting research, drafting memos, preparing documents, and maintaining an appropriate filing system.

Additional Considerations

• Knowledge of Commonwealth of Virginia e-procurement system EVA.
• Experience with the Commonwealth of Virginia accounts payable practices.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Selected candidate(s) must successfully pass a fingerprint-based criminal history background check. A record of criminal history does not automatically bar an applicant from consideration. Employment verification will be conducted to include current/previous supervisory employment reference checks.

OCS will record information from each new employee’s Form I-9 (Employment Eligibility Verification) into the Federal E-Verify system to confirm identity and work authorization.

Selected candidate may be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

To be considered for this position, you must submit a Commonwealth of Virginia application or resume through the on-line “Virginia Jobs” (PageUp) employment site no later than 11:55 p.m. on the closing date listed. Each application is reviewed for documentation that shows the applicant meets the minimum and additional considerations as stated in the job announcement. The decision to interview an applicant is based on the information provided. Multiple positions may be filled from this recruitment within 90 days of the closing date.

The Office of Children's Services (OCS) is an Equal Opportunity Employer and encourages diversity within its workforce.

OCS does not provide sponsorship.

OCS is an official certified state agency that values the service and experience of our Veterans. As such, Veterans are encouraged to apply and receive preference in the hiring process. AmeriCorps, Peace Corps and other national service alumni also are encouraged to apply. Reasonable accommodations are available to applicants, if requested, during the application and/or interview process.

If you have been affected by Policy 1.30 Layoff as a state employee and possess a valid Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Card (Blue Card), you must submit this document through the “Virginia Jobs” (PageUp) employment site when you apply.

Contact Information

Name: VDSS - Division of Human Resources

Phone: dssrecruitment@dss.virginia.gov

Email: dssrecruitment@dss.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.