Salary: $72,021.28 - $102,270.23 Annually
Location : Spotsylvania, VA
Job Type: Regular Full-Time (Exempt)
Job Number: 02837
Department: Social Services
Division: Administrative Services
Opening Date: 10/30/2026
Closing Date: 11/20/2026 11:59 PM Eastern
General Statement of JobDEPARTMENT OF SOCIAL SERVICES:Under limited supervision, performs supervisory work in overseeing a variety of administrative work involving preparation and maintenance of records for the Social Services Department. Work involves supervising administrative staff, coordinating department new hire requisitions and training, and coordinating various personnel administrative, and clerical functions. Employee in this position must exercise initiative and independent judgment, and tact in dealing with all department employees, other County departments, and vendors.
This position is essential. Personnel occupying this position may be scheduled to work regardless of weather conditions and/or when general County offices are closed.
Applicants must be available to work Sunday through Saturday as needed.
Special Duties & ResponsibilitiesCOUNTY ADMINISTRATION:- Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining and completing employee performance appraisals.
- Coordinates daily work activities; organizes, prioritizes, and assigns work; monitors status of work in progress and inspects completed work; consults with assigned staff, assists with complex/problem situations, and provides technical expertise.
- Ensures departmental compliance with all applicable codes, laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations or violations.
- 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.
- Assists in developing and administering agency budget; monitors expenditures.
- Compiles all state/local budget reports; oversees data entry and maintenance of budget data.
- Receives and reviews vendor invoices for payment; imports purchase orders; reviews purchase orders for budgetary amounts.
- Review and Approve entry of assigned staff payroll data/timesheets.
- Maintains inventory of department supplies and forms; ensures adequate inventory levels to conduct work activities; initiates orders for new/replacement items; restocks supply items.
- Receives various forms, reports, correspondence, purchase of service orders, vendor invoices, budget documents, report of collections, random moment sampling, leave requests, information bulletins, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
- Operates a computer to enter, retrieve, review or modify data; utilizes word processing, spreadsheet, database, accounting, or other programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
- Oversees maintenance of department personnel files and other files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
- Communicates with supervisor, employees, other departments, state/federal agencies, social service agencies, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.
- Attends various meetings as appropriate.
- Maintains a current knowledge of applicable laws, rules, regulations, standards and guidelines; reads professional literature; attends workshops and training sessions as appropriate.
- Performs general clerical tasks, which may include making copies, sending/receiving faxes, sorting/distributing incoming mail, or preparing outgoing mail.
- Provides assistance or backup coverage for Deputy Clerk to the Board of Supervisor and Director of Community Engagement, or other employees as needed.
- Assists the public, employees, and the Board of Supervisors, in person, in writing, via e-mail, or via telephone, with questions or complaints, evaluates the question or complaint, and directs them to the County Administrator, Deputy County Administrator, or another appropriate authority for disposition.
- Assists in preparation of the Board of Supervisor's meetings agendas; prepares agenda and posts the meeting agenda on the County web, distributes materials and related information to board members, the media, department directors and other interested parties.
- Composes original correspondence, and/or types from typed, handwritten, or machine dictation material, which requires use of a variety of complicated formats for preparing correspondence, minutes, reports, invoices, memos, etc.; assumes responsibility for correctness of spelling, punctuation, format and grammar.
- Arranges meetings and conferences for administrative personnel and elected officials; maintains appointment book; makes arrangements, including transportation, meals and lodging for Board and County Administration staff attendance at meetings, seminars and retreats; maintains Board meeting room schedule.
- Maintains calendar, schedules appointments, travel planning, conference registrations and organizes meetings for the County Administrator and Deputy County Administrator, and Board of Supervisors.
- Invoices processing, verifies charges, codes expense voucher/invoices for payment to vendors, travel/mileage reimbursement for County Administration staff and Board of Supervisors.
- Prepares preliminary annual budget submission for County Administration and compiles data for budget preparation.
- Supervises, directs and evaluates assigned staff, processing employee concerns and problems, directing work, prioritizing all office duties to ensure deadlines are met and work is completed in a timely manner, approves leave in order to maintain office coverage, and the counseling, disciplining, and completing performance appraisals for assigned staff.
- Conducts research as needed.
- Attends various meetings; represents the office on various committees as appropriate.
- Establishes and maintains a variety of records and files.
- Performs all duties including compilation of Board/Agenda packets; attends meeting takes/transcribes and distributes minutes of Board meeting and work sessions in the absence of the Deputy Clerk.
- Serves as the County's FOIA Officer, receive, review and process all FOIA requests, maintains log and collects payments.
- FOIA Officer responsibilities to include be familiar with FOIA requirements.
and with the Virginia statues which may expressly forbid the release of, or allow the withholding of, certain records.
- Develop and update procedures for responding to FOIA requests.
- Train, or ensure the training of, Records Custodians or ensure the training of, alternate FOIA Officer.
- Act as a point of contact within the County for FOIA requests and receive all FOIA requests direct to the County.
- Respond, or ensure the issuance of a response, in a timely fashion to FOIA requests.
- Maintain appropriate records concerning each FOIA request.
- Consult with the County Attorney's office as needed.
- Provide responses on behalf of the County if no responsive records are found. Further provide a list of individuals that owe amounts to the County for previously fulfilled requests.
- Performs other related duties as required.
COMMONWEALTH'S ATTORNEY:- Supervises, directs, and evaluates legal assistants, managing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance evaluations. Monitors support staff workload and adjusts duties accordingly.
- Provides direction, guidance, and assistance to employees; organizes, prioritizes, and assigns work; troubleshoots problem situations.
- Compiles and administers both County and State annual budget submissions and retrieves data for budget preparation.
- Certifies monthly Compensation Board reimbursements and handles other Compensation Board requirements, as necessary.
- Reviews and approves entry of administrative staff timesheets. Approves leave requests for administrative staff.
- Attends various meetings as appropriate.
- Coordinates department participation and coverage for community events.
- Handles various special projects.
- Reviews and reconciles monthly credit card statements.
- Coordinates the appointment of Special Prosecutors on behalf of the office and provides assistance as necessary during the pendency of the case.
- Provides documentation, ensures accuracy, and signs off on yearly State and Federal asset/forfeiture reports.
- Processes a variety of documentation associated with department operations, within designated timeframes and per established procedures.
- Assists with preparation of criminal cases for prosecution: handles pre-court and post-court preparation of various legal documents; ensures necessary witnesses are subpoenaed and necessary reports and documents are included with case files. Obtains criminal history and driver history reports from VCIN/NCIC computer systems; obtains copies of transcripts from court reporter; reviews court case files to identify the need to prepare documentation or take additional action; reviews incoming documentation relating to court cases, and takes appropriate action; enters court case information into case management program.
- Prepares court dockets for attorneys prior to court dates: obtains dockets from court; creates files for court; reviews files to ensure preparation of necessary documents; organizes files, and disburses files and dockets to attorneys.
- Coordinates continuances of court cases: contacts Clerk's Office, attorneys, witnesses, and law enforcement personnel to schedule new dates.
- Coordinates administrative activities of the Commonwealth's Attorney's Office: processes accounts payable and accounts receivable documentation; reviews invoices, researches discrepancies, assigns budgetary codes, and forwards for payment.
- Coordinates replenishment of funds in the postage machine.
- Reviews job applications and resumes, schedules and participates in interviews, and makes hiring decisionsfor support staff positions; compiles and submits new hire documentation, submits employee change report forms, and compensation reports.
- Prepares correspondence and maintains records pertaining to Drug Forfeiture Account.
- Relieves Commonwealth's Attorney of routine administrative tasks. Receives telephone calls, mail, e-mail, and other communications and initiates appropriate action/response.
- Schedules meetings, appointments, or other activities.
- Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff.
- Calculates/prepares travel reimbursement documentation for the Commonwealth's Attorney and staff.
- Performs customer service functions: provides assistance and information related to department services, court cases, court issues, legal records, procedures, documentation, or other issues; responds to complaints, researches problems, and initiates problem resolution.
- Conducts research of department files, court/legal records, database records, Internet sites, hardcopy materials, or other sources as needed: researches and compiles information for preparation of legal documents and/or for reference in providing assistance to law enforcement or legal personnel.
- Prepares, types, or completes various forms, reports, correspondence, lists, legal documents, subpoenas, motions, orders, extradition petitions, affidavits, court dockets, calendars, work orders, budget documents, reimbursement orders, or other documents.
- Operates a computer to enter, retrieve, review, or modify data: performs data entry functions by keying data into computer system; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, presentation, case management system, calendar, bookkeeping, Internet, email, or other computer programs; provides technical assistance to employees in use of department computers and software programs; performs basic maintenance of office/computer equipment, such as backing up data or replacing paper, toner, or ribbons; assists in resolving computer/equipment problems and coordinates service/repair activities as needed.
- Operates national and state criminal information computer systems (VCIN/NCIC) to retrieve/update criminal information and motor vehicle/license records; enters and runs inquiries on data such as vehicle registrations, driver's license records, criminal histories, warrants, lost/stolen property, or missing/wanted persons.
- Serves as VCIN/NCIC Terminal Agency Coordinator for the department; meets with state representative regarding terminal use; ensures integrity/security of data and adherence to VCIN/NCIC requirements; participates in annual audits of terminal conducted by state police.
- Maintains computerized and hard-copy file systems of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges files and destroys/disposes of obsolete records as appropriate; ensures proper maintenance of records, confidentiality of information, and release of records to auth
