Office Manager

Title: Office Manager State Role Title: Salary Non-Specified Hiring Range: $71,885-$82,668, commensurate with education and experience Pay Band: UG Agency: VA Cannabis Control Authority Location: VA Cannabis Control Authority Agency Website: Recruitment Type: General Public - G Purpose of Position The Office Manager ensures the smooth, efficient, and secure operation of the office by overseeing administrative workflows, coordinating facilities and vendors, managing calendars and communications, and supervising a team to include Administrative Assistants and a Records Officer. This role drives operational consistency, quality, and service standards across the office, enabling teams to focus on core business activities while maintaining high levels of customer and employee satisfaction. Office Operations & Administration Own daily office operations: reception coverage plan, mail/shipping, supplies inventory, and equipment upkeep. Establish, document, and continuously improve administrative procedures and SOPs. Coordinate facilities and building services (maintenance requests, security, collaboration with IT and HR on workplace assignments). Oversee records management practices, including digital and physical recordkeeping, retention schedules, proper classification, and secure destruction in compliance with state and organizational requirements. Ensure compliance with office safety protocols, visitor procedures, and emergency preparedness. Administrative Team Leadership & Supervision Directly supervise three Administrative Assistants and a Records Officer: set priorities, assign tasks, monitor workload, and remove barriers. Provide coaching, regular check‑ins, performance feedback, and development planning. Create coverage plans to maintain continuity during absences and peak periods. Establish service standards (response time, accuracy, confidentiality) and track adherence. Promote a positive, inclusive, and customer‑centric team culture. Provide oversight and subject‑matter support for FOIA and Records Management processes executed by assigned staff. Scheduling, Coordination & Executive Support Manage complex calendars, meeting logistics, room bookings, catering, and technology setup. Coordinate cross‑functional events (staff meetings, town halls, trainings, audits). Draft and proofread correspondence, presentations, and reports; ensure brand and policy compliance. Prepare agendas, take minutes, and track action items to completion. Support document preparation and tracking associated with FOIA responses and official records requests as needed. Technology, Data, & Process Enablement Administer shared inboxes, distribution lists, and access permissions in collaboration with IT. Maintain administrative databases, contact lists, and vendor/asset records; ensure data accuracy and confidentiality. Identify automation opportunities; implement templates, forms, and workflows to streamline work. Support onboarding/offboarding tasks (workstation setup, credentials coordination, welcome materials). Implement and maintain digital records systems, FOIA tracking tools, and secure data storage solutions. Communications & Stakeholder Service Serve as first point of contact for internal/external inquiries; triage and resolve issues promptly. Circulate office‑wide communications, advisories, and policy updates. Build relationships across departments to anticipate needs and improve service delivery. Monitor satisfaction metrics; capture feedback and lead continuous improvement. Coordinate communications related to FOIA processes and ensure clarity, accuracy, and timeliness of responses. Procurement & Budget Tracking Create purchase orders for office supplies and ensure timely approvals and processing. Track supply usage and maintain accurate inventory records to prevent shortages or overstocking. Monitor and track the operational budget; prepare monthly variance reports and flag discrepancies. Travel Coordination Manage and supervise the travel process for staff, including booking flights, hotels, and ground transportation. Ensure compliance with company travel policies and cost‑control measures. Oversee administrative assistants in handling travel arrangements and expense documentation. Maintain travel records and provide reporting for budget and audit purposes. Other Duties as Assigned Follow workplace safety regulations and adhere to applicable standards, processes, and programs established for your position. Report unsafe work conditions to your supervisor. Immediately report work‑related incidents to your supervisor and participate in accident investigation requests. Minimum Qualifications Knowledge, Skills and Abilities Office administration best practices, records management, and basic procurement principles. Familiarity with facilities coordination, vendor management, and service contracts. Understanding of confidentiality requirements (e.g., employee data, proprietary information). Basic budgeting and expense reconciliation concepts. Strong organizational, planning, and time management skills; able to prioritize and manage multiple concurrent deadlines. Excellent written and verbal communication; professional correspondence and business etiquette. Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint), e‑sign tools, and scheduling platforms. Meeting facilitation and event coordination. Problem‑solving, process improvement, and change management. Lead and develop a small team; delegate effectively and provide constructive feedback. Maintain discretion and handle sensitive information with strict confidentiality. Build collaborative relationships across all levels; exhibit service orientation. Adapt to evolving priorities and handle fast‑paced environments. Analyze data to drive decisions and present insights clearly. Knowledge of legal and procedural requirements related to FOIA, records retention, archives, and secure information handling. Required Education & Experience Associate’s degree required; Bachelor’s degree in Business Administration, Management, or related field preferred, or equivalent combination of education and professional experience. 4–6 years of progressive office administration experience, including calendar/meeting coordination and vendor interaction. Minimum 1–2 years of supervisory or team lead experience (directly overseeing administrative staff). Experience implementing SOPs and using Microsoft 365 solutions. Preferred (Optional) Education and Experience CAP (Certified Administrative Professional) Special Instructions You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position. Contact Information Name: Angela Nichols Phone: View phone number on click.appcast.io Email: View email address on click.appcast.io Alternative Hiring Process 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 View phone number on click.appcast.io. 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. Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please call View phone number on click.appcast.io for assistance. Equal Opportunity Statement The Commonwealth of Virginia is an Equal Opportunity Employer. It is the policy of the Commonwealth of Virginia to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, pregnancy, childbirth or related medical conditions in the recruitment, selection, and hiring of its workforce. #J-18808-Ljbffr