Administrative Office Manager

General Description

The purpose of this position is to support the Human Resources Director in fulfilling the department’s responsibility to provide administrative assistance to executive leadership, while coordinating assigned Human Resources functions, special initiatives, and other organizational priorities. Responsibilities include coordinating administrative activities, supporting recruitment and onboarding processes, preparing correspondence and reports, maintaining records and data systems, and providing administrative support to facilitate effective county operations. This position requires attention to detail, the ability to manage multiple priorities, and the ability to handle sensitive and confidential information with discretion.

This position works under the direct supervision of the Director of Human Resources.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Provides administrative support to the Human Resources Department and to executive leadership, as assigned, for scheduling, preparing correspondence, and assisting with special projects.
• Assists with recruitment activities, including posting vacancies, scheduling interviews, communicating with applicants, and processing hiring documentation according to established procedures.
• Assists with onboarding activities, orientation coordination, and new employee paperwork processing.
• Reviews personnel and administrative records for completeness and accuracy and maintains electronic databases, reports, and tracking systems.
• Maintains confidentiality of personnel, medical, and other sensitive information in accordance with applicable laws, regulations, and county policies.
• Serves as a primary point of contact for citizens and visitors; responds to inquiries and directs telephone calls, visitors and correspondence requests as appropriate. Maintains County-wide staff directory.
• Coordinates meeting logistics, schedules appointments, supports board and committee functions, and assists with preparation for special events and training programs.
• Assists with purchasing and travel requests, invoice processing, and departmental expenditures for Human Resources.
• Maintains office supplies for Human Resources, Accounting, and Administration departments.
• Coordinates County-wide staff use of fleet vehicles for business travel.
• Prepares professional correspondence, reports, forms, presentations, meeting materials, and other documents as directed.
• Collects, tracks, and compiles information for reports, projects, and departmental initiatives.
• Maintains electronic and physical records in accordance with applicable retention requirements, state, and county policies.
• Requires ability to obtain and maintain Notary Public Commission for the County.
• Performs related work as required.

Minimum Qualifications

Education: Bachelor’s degree from an accredited college or university in a related field preferred.

Experience: Three (3) years of progressively responsible administrative support experience; experience in human resources, local government, records management, or a related field is preferred; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.

Required Knowledge, Skills, and Abilities: Proficiency in Microsoft Office 365 applications, including Word, Excel, Outlook, PowerPoint, Teams, and other related business software. Ability to prepare professional correspondence, reports, forms, presentations, and other business documents. Ability to work independently with minimal supervision and ability to adapt to changing priorities and organizational needs.

Physical Demands

Light Work – Involves lifting no more than 25 pounds at a time with frequent lifting or carrying objects weighing up to 25 pounds.

Work Environment (Unavoidable Hazards)

Work is primarily performed in an office environment.

Americans with Disabilities Act Compliance

Dinwiddie County is an Equal Opportunity Employer. ADA requires Dinwiddie County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Job Details