Office Administrator

Title: Office Administrator - Henrico State Role Title: Admin & Office Specialist III Hiring Range: $54,000.00 + State Benefits Agency: Indigent Defense Commission Location: ADMINISTRATIVE OFFICE 200 Agency Website: Recruitment Type: General Public - G Job Duties The IDC’s Administrative Office is seeking to fill an Office Administrator position that will serve our mission of protecting and defending the rights and dignity of our clients through zealous, compassionate, high-quality legal advocacy. The Office Administrator reports to the Deputy Director and is employed at-will. This position is in-person and does not offer the option for remote work. The Office Administrator provides direct support to the Executive and Deputy Directors as well as the Training and Certification and Finance departments. This person will serve as the primary point of contact, coordinating the daily activities of the Office and acting as secretary and liaison to the Commission. This position will serve as the first point of contact for all phone calls and will communicate and interact with the public (including private certified court-appointed attorneys), office colleagues, public defenders’ offices, and Commission members. This person will also provide administrative support and assistance with all VIDC training conferences and provide support for the court-appointed attorney certification/recertification process. This role also serves as a resource for procurement matters and provides backup coverage for the Procurement Officer as needed. The IDC is committed to inclusive hiring and is dedicated to diversity in our workforce. We encourage and welcome qualified applicants of all identities, cultures, backgrounds, and experiences. Minimum Qualifications The qualified candidate will lead by positive example, accept and implement feedback, communicate promptly with the Deputy Director regarding office concerns, and be highly detail-oriented. High school Diploma or equivalent is required for this position. Comprehensive knowledge of office practices and procedures and equipment is essential, along with professional communication skills and experience in creating and editing letters, memos, and correspondences. Proficiency in the Microsoft Office Suite, Google Workspace applications, and coordinating virtual meetings. Provide support for the court-appointed attorney certification process, including utilizing ACES, handling inquiries from attorneys, and assisting with inputting information into the certification database. Demonstrated ability to learn new systems. Strong organizational skills with the ability to plan, prioritize assignments, and manage multiple tasks. Excellent verbal and written communication skills. Ability to work both independently and collaboratively within a team-driven environment. Ability to establish and maintain effective working relationships with coworkers, team members, the general public, and external agencies. Capable of meeting competing, inflexible deadlines. Ability to remain focused and perform effectively amidst multiple distractions, particularly when working at the receptionist desk. Additional Considerations Experience as an office manager or providing administrative or executive-level support. Experience supporting senior leadership and coordinating work across teams or departments. Demonstrated ability to anticipate organizational or leadership needs and work toward resolutions. Experience developing, implementing, or improving administrative processes and office systems. Familiarity with procurement practices. Experience coordinating in-person meetings and events. Special Instructions Applications for this position require a cover letter and resume. Failure to submit both may disqualify you from further consideration. Employment is contingent upon the successful completion of a fingerprint-based criminal background check. Being authorized to work in the U.S. is a precondition of employment. IDC uses the E-Verify system and does not provide sponsorship. This position qualifies for Public Service Loan Forgiveness (PSLF) depending on your type of loan. #J-18808-Ljbffr