Director of Administrative Services

Responsible for the operation of Human Resource/Payroll, Finance, Budget, Procurement and Commissary
Performs duties under the direct supervision of the Undersheriff or the Sheriff’s designee and is accountable for use of delegated authority.
Pursuant to §53.1-29 of the Code of Virginia and Department of Criminal Justice Services (DCJS) and the Hampton Sheriff’s Office policy and procedures, the incumbent may qualify to carry and use firearms.
Pursuant to §15.2–1603 of the Code of Virginia incumbent is appointed at-will and serves at the pleasure of the Sheriff.  This position is exempt.

• Demonstrates positive attitude and progressive actions through the display of professionalism, courtesy and appropriate tact and discretion in all interactions with other employees and with the public
• Performs professional level duties and responsibilities involved in directing, managing, supervising and coordinating the activities and operations of the Human Resource and Financial/Budget division
• Responsible for management of the budget preparation and for maintaining a current budget that adheres to  state and city requirements
• Coordinates the preparation of the office’s operating budget request. 
• Oversees expenditures throughout the fiscal year against the authorized budget
• Develops, reviews and approves new or improved administrative, purchasing, and budget procedures to maintain economy and efficiency of operation
• Serves as liaison officer for the Sheriff’s Office with other agencies and/or departments and officials.(i.e., Medical and all other contractors)
• Assists the Undersheriff in the formulation of Office policies and procedures
• Serves as advisor to the Undersheriff in administrative functions
• Reviews annually the Sheriff’s Office administrative practices, policies and procedures, and report all findings to the Undersheriff
• Coordinates frequent meetings with staff and supervisory personnel to promote communication throughout the Office
• Collaborates and cooperates with all division supervisors and staff personnel for the purpose of organizing, developing, and improving working settings to obtain maximum efficiency and morale
• Plans, directs, and organizes the Administrative Division, which includes management of records, training, automated programs, inventory, human resource and budget responsibilities
• Prepares, analyzes and monitors funds allocated to the Hampton Sheriff’s Office by the State Compensation Board and the City of Hampton’s Budget Office
• Reviews all budget transactions and supplies the Sheriff with financial reports on a quarterly basis

• Supervises and participates in the preparation of written financial and administrative reports
• Manages and participates in the development and implementation of goals, objectives, policies and procedures; recommends, prepares, administers, and ensures compliance with City procurement rules, regulations, policies and procedures
• Ensures that all employees of the Hampton Sheriff’s Office comply with Virginia Public Procurement Act (VPPA) and city procurement ordinances
• Oversees the reconciliation of all bank accounts pertaining to the Hampton sheriff’s Office (i.e. canteen account and inmate trust account)
• Prepares quarterly profit and loss statements for all agency operating accounts (i.e. Canteen, Telephone commissions, etc. ).
• Functions as Liaison for all external audits
• Responds to inquires and/or projects issued by the Undersheriff
• Assists in the selection and training of assigned personnel
• Approves and manages bid proposals and specifications, and presents recommendations on purchases requiring management or Council approval
• Evaluates overall revisions, price, and past performance of each contract and approves price increases
• Maintains contact with procurement representatives of other public jurisdictions
• Establishes priorities, assign workloads and reviews the more difficult and complex assignments.
• Provides liaison between vendors, contractors and City department officials
• Creates responses to special correspondence and handles special assignments and problems such as responses to citizen inquiries and bid protests
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service
• Supervises the fiscal operations of the Inmate Fund and all work of the Commissary officer for Inmate Funds
• Reconciles the following bank accounts on a monthly basis:   Inmate Trust Fund, Canteen, Project Lifesaver and Work Release
• Conducts vehicle inspections and reports deficiencies 
• Adheres to all policies, procedures, guidelines and directives of the office on an ongoing basis
• Meets acceptable attendance requirements at all times
• Protects confidential information by preventing unauthorized release, both verbal and/or writing
• Disseminates information as it is given by the Department’s Administration
• Reviews Job Performance Evaluations on all employees as required by policy
• Commends and/or follows disciplinary actions for all employees when applicable
• Performs any other tasks as required.

REQUIRED KNOWLEDGE

• Must have knowledge of office management, principles, practices, and procedures
• Must have knowledge of accounting practices as applied to procurement procedures
• Must have the ability to interpret and make decisions in accordance with laws, ordinances, rules, regulations, and policies governing accounting, purchasing, and human resource services
• Must have the knowledge of the principles, procedures and applications of public budgeting, accounting and finance
• Must have the ability to perform a broad range of supervisory responsibilities over professional vendors
• Must have the ability to work safely without presenting a direct threat to self or others
• Must have the ability to work cooperatively with other agency and vendor’s employees, City management, department heads, and elected officials
• Ability to enforce facility rules firmly and fairly
• Ability to detect potential behavior problems of inmates
• Ability to communicate orally and in writing
• Ability to carry out oral and written instructions accurately
• Ability to communicate with the public
• Ability to prepare records and reports
• Knowledge of use of force techniques and ability to use force when applicable
• Appropriate use of firearms and other facility issued or approved equipment
• Ability to skillfully and safely use firearms and other facility issued or approved equipment
• Ability to read and comprehend laws, ordinances and orders
• Ability to maintain composure under adverse conditions such as public harassment, critical injuries, and death
• Establish and maintain effective working relationships with other employees, officials and citizens from a variety of racial, ethnic and economic backgrounds
• Must present evidence in court effectively; skillful in observation and remembering details 
• Must interpret and explain policies and procedures
• Must act rationally and calm under stressful situations
• Must utilize good public relations skills
• Must use good leadership skill
• Ability to  prioritize tasks
• Must properly operates authorized city vehicles and equipment
• Must analyze situations quickly and objectively and determine proper cause of action
• Understands legal rights of inmates, maintains inmates safety and security
• Supervise emergency situations and maintain control of inmate population
• Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals
• Appropriately subdue resisting individuals
• Perform life-saving and rescue procedures
• Make sound decisions
• Must give and follow commands, following through when needed

• Time Management - Plans and organizes daily work routine. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Implements work activities in accordance with priorities and estimated schedules
• Communication – Ability to communicate ideas effectively, including the preparation of reports and logs. Ability to listen and understand directions, information and ideas presented verbally and in writing. Ability to handle a variety of customer service issues with tact and diplomacy in a confidential manner
• Judgment – Ability to anticipate, identify and evaluate potentially dangerous, unusual or deviating situations and to exercise appropriate judgment to establish priorities and make prompt problem-solving actions

• Decision Making – Evaluates and responds quickly to situations in a firm and tactful manner. Diffuses emotional situations and offers solutions
• Professionalism – Develops and maintains cooperative and professional relationships with employees, managers, and representatives from other departments and organizations. Shares knowledge with staff for mutual and departmental benefit

Requires an acceptable background check to include a local and state criminal history check and sex offender registry check   Requires pre-employment medical evaluation, drug testing and is subject to random alcohol and controlled substance testing.    Must maintain a current & valid VA driver’s license with an acceptable driving record (no greater than -2 driving points)   Must obtain certification through a Virginia Department of Criminal Justice Services (VDCJS) training academy at the Hampton Roads Criminal Justice Training Academy (HRCJTA)    Must obtain and maintain a Virginia Department of Criminal Justice Services Firearms Certification upon successful completion of HRCJTA within the first year of employment  

ENVIRONMENTAL HAZARDS   

The job may risk exposure to extreme heat and/or cold, wet or humid conditions, noise, fumes, odors, moving machinery, electrical shock, traffic and toxic or caustic chemicals. Risk of exposure to bio-hazard communicable diseases and bodily fluids   

PHYSICAL AND DEXTERITY REQUIREMENTS   

Must have the capability to hear, speak and see to communicate with the general public. Physical exertion may be required to climb stairs and over walls, run, bend, twist, reach, crawl through tight spaces, kneel in confined areas; sit for prolonged periods of time; move/push/pull or lift heavy objects exceeding 50 lbs; Subject to 24-hour call back for emergencies. An annual medical physical is conducted for this position. Requires operation of standard office equipment.

ADDITIONAL REQUIREMENTS    

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