Office Manager Senior - State Of virginia : Job Details

Title: Office Manager Senior

State Role Title: General Administration Supervisor I / 19221

Hiring Range: $43,888 - $55,000 annually

Pay Band:

Agency: Virginia Employment Commission

Location: VEC CENTRAL OFFICE

Agency Website:

Recruitment Type: General Public - G

Job Duties

Manages the Central Records Unit, which is responsible for the archival retention and retrieval of various records, including tax and benefit claim documents, for the agency.

Supervises and trains staff who receive, identify, code, and prepare documents to be recorded, scanned, and archived as a permanent record.

Oversees preparation of incoming documents for scanning; coding and verification of documentation and images; and data entry and scanning into the iCapture Imaging System.

Reviews source documents, identify and analyze discrepancies, make corrections as needed, verify accuracy of output, and follow protocol to destroy original documents.

Manages administrative functions for the unit, including staffing, procurement, human resources and budget.

Ensures staffing is adequate to provide shift coverage and equipment is operational, safe, and maintained to meet business needs.

Makes recommendations to enhance productivity and performance and serves as subject matter expert.

Minimum Qualifications

Comprehensive knowledge of standard office and administrative procedures, records retention guidelines, large microfilm and/or imaging systems, and basic accounting principles.

Strong supervisory; customer service; analytical; leadership; organizational; oral and written communication, and computer skills.

Ability to supervise and evaluate work; interpret, explain and apply established policies and procedures; coordinate and direct the workflow; oversee receipt, preparation, scanning, retrieval and destruction of documents; operate, order and oversee maintenance of scanning equipment; respond to requests for information; maintain confidentiality; and handle administrative responsibilities (e.g., staffing, budget, procurement and shift operations).

Additional Considerations

Experience supervising staff working multiple shifts.

Experience working with UI related documents, particularly related to acquisition, imaging, maintenance, filing, and destruction; Experience working with state records retention guidelines related to scanning and processing documents and images.

Special Instructions

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

Diversity and inclusivity are at the heart of what we do in Virginia, and the VEC is committed to upholding these values in our employment opportunities across the Commonwealth to people from all backgrounds, including all races, ethnicities, genders, and abilities.

The Virginia Employment Commission Is an Equal Opportunity Employer/Program, and a Virginia Values Veterans (V3) certified employer. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

The selected candidate must successfully pass a comprehensive background check including an FBI fingerprint background investigation.

Applications for this position must be submitted electronically through this website. Mailed, emailed, faxed, or hand delivered applications and rsums will not be accepted.

Applications are not accepted after the recruitment closing date.

Please carefully review the details of this recruitment including the location of the position and the posted salary before applying. VEC does not provide relocation assistance, and no salary will be offered outside of the posted salary range / flat rate.

Consideration for an interview is based solely on the information within the application (and/or resume). You must ensure your application/resume includes the scope of your experience, knowledge, skills, and abilities as it relates to the position you are applying for. Information not stated will not be assumed.

This website will provide a confirmation of receipt when the application is submitted for consideration.

For the status of your application and this position, please refer to your Jobs.Virginia.Gov account. We do not provide application status updates via email or telephone.

Auxiliary Aids and Services are available upon request to individuals with disabilities.

Applicants needing accommodations should contact the Human Resource office for additional information.

The VEC does not provide sponsorship; therefore, applicants must be a citizen or national of the U.S., a Lawful Permanent Resident, or an alien authorized to work in the US.

NOTICE: VEC 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.

Contact Information

Name: Human Resources / Recruitment

Phone: For the most up-to-date status of your application, please refer to your Jobs.Virginia.Gov account. We do not provide application status updates via phone.

Email: [email protected] for recruitment related questions. Emailed applications, resumes, or cover letters will not be accepted. For the most up-to-date status of your application, please refer to your Jobs.Virginia.Gov account

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-###-####.

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.