Spotsylvania County is committed to maintaining a drug free workplace. Employees are prohibited from manufacturing, distributing, possessing or using controlled substances such as marijuana. A positive drug test result, confirmed use or impairment can be subject to disciplinary action, up to and including termination in accordance with our personnel policies.

A positive pre-employment drug test will also disqualify a candidate for hire.

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, the IT & Security Team and the Fiscal Team and provides oversight over the Agency’s fiscal, IT, Security and personnel functions.  The Division Director of Administration is responsible for planning, directing or coordinating supportive services of the organization, such as office support, finance, budget, information technology, security 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, including direct supervision of Front Desk Supervisor and DSS/IT Supervisor and Fiscal team; 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 Agency’s onboarding and new hire processes.  Employee must establish and maintain productive working relationships with all agency staff and 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.

Watch this video to find out why Spotsy DSS is the place to work!

• 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.  
• Obtains, complies, analyzes records, reports and data to assess agency program compliance and identify trends.  Develops reports, presentation and recommendations regarding agency program compliance, improvement plans and corrective actions. Assists the Social Services Director and Deputy Director with organizational improvement measures and management practices, and long-range planning.
• 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 individual and unit training schedules to ensure access to and timely completion of mandatory trainings and the delivery of in-house events that develop worker knowledge, proficiency, and skill sets that ensure worker/agency compliance with policy while achieving successful outcomes.
• 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.
• Coordinates/oversees state/local computer technology (Thomas Brothers, AS400 and LASER).
• Participates in state or regional work groups on relevant issues and initiatives.
• Serves as interim Supervisor to the Administrative, IT/Security or Fiscal unit experiencing an extended absence or vacancy.
• Interprets, explains, and ensures compliance with requirements all applicable codes, codes, laws, rules, regulations, standards, policies and procedures; initiates any actions necessary to correct deviations or violations.
• 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.
• Prepares or completes various forms, reports, correspondence, work schedules, performance appraisals, Board reports, case presentations, program analyses, grant proposals, statistical reports, purchase of services orders, invoices, provider compliance forms, applications, funding reports, charts, training/educational materials, or other documents.
• Receives various forms, reports, correspondence, time sheets, statistical reports, caseload reports, warrant registers, statistical data, purchase of services orders, invoices, applications, laws, statutes, 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; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, presentation, e-mail, Internet, or other computer programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner.
• Attends various meetings, serves on committees, and makes presentations as needed.
• Maintains confidentiality of departmental issues and documentation.
• 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.
• Provides assistance to other employees or departments as needed. Performs other related duties as required.
• Provides fiscal oversight and management over multiple budgets.
• Performs other related duties as required.

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.

• Must have established experience with evaluation of business processes, evaluation of programs and performance; onboarding and training of staff; and motivation of staff in the fiscal and administrative arena.  
• Must be proficient with the use of computers and software programs used in finance and business; including spreadsheets and data base software packages.  
• Must have knowledge of social service delivery and practices.  
• Must have a demonstrated ability to direct and manage staff.
• Ability to communicate effectively both orally and in writing.
• Ability to plan, develop and direct administrative operations of an agency to include administrative, support and technical functions.
• Ability to manage multiple areas of responsibility.
• Must be able to interpret and analyze fiscal and technical data for decision making.
• Ability to establish and maintain effective working relationships with employees, supervisors and the general public.
• Considerable knowledge of: the principals of modern office management; supervision and training principles and practices; budget evaluation, preparation and control; accounting principles; business management, finance, procurement, contracting, personnel and facilities management; applicable federal, state and agency regulations and policies; and agency, department or section administrative and program practices, policies and procedures.  
• Skill in operating and supervising others in the use of office equipment to include the personal computer. 
• Knowledge of the terminology, principles, and methods utilized within the department. 
• Knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position.
• 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 assemble information and make written reports and documents in a concise, clear and effective manner. 
• Ability to use independent judgment and work with little direct supervision as situations warrant. 
• Ability to demonstrate knowledge and proficiency with computers and related software programs.
• Ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Ability to inform and guide others by applying principles of professional counseling in addressing specific situations.
• Ability to read a variety of informational 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 utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, profit and loss, ratio and proportion.
• Ability to communicate respectfully and professionally.