Program Operations Manager

2 weeks ago

Leesburg, Virginia, United States Loudoun County Full time

Welcome to Loudoun County Government

Thank you for considering a career with us. We appreciate your interest in joining our team.

Overview

Loudoun County is recognized as one of the most rapidly expanding counties in the nation, celebrated for its exceptional quality of life and robust economy, while honoring its historical roots. Situated a short distance from Washington DC, Loudoun County presents a rich array of cultural, recreational, and educational experiences.

The Department of Family Services is dedicated to empowering individuals and families within our community, ensuring they lead fulfilling lives while advocating for the most vulnerable populations and respecting their autonomy. We value the contributions of our employees, volunteers, and community partners, and we are committed to our mission and values, which guide our actions and shape our organizational culture.

Position Summary

The Loudoun County Department of Family Services is on the lookout for a driven Senior Program Assistant to become a vital member of our Internal Operations Team. This role is essential for maintaining the department's efficiency, providing crucial support to staff, and enhancing the success of programs that uplift our community.

Our Internal Operations Team works diligently behind the scenes to ensure optimal departmental performance, enabling effective community service. They focus on attracting and retaining exceptional talent through strategic staffing, comprehensive training, and cultivating a positive workplace culture. Their goal is to maximize resources, including budget and staff expertise, to deliver impactful community services. Compliance with all federal, state, and local regulations is paramount, ensuring that our programs are safe, ethical, and uphold the highest standards. The department is committed to fiscal responsibility, effectively managing finances to provide essential services within budget constraints, ensuring the sustainability of our programs.

Key Responsibilities

  • Oversee the Assistant Director's calendar, including scheduling appointments and prioritizing sensitive matters.
  • Supervise other Administrative Assistants within the division.
  • Deliver courteous and timely customer service to County staff, vendors, citizens, and visitors; direct inquiries to appropriate personnel.
  • Act as the backup Office Automation Coordinator, managing the inventory of computer assets.
  • Prepare and track accounts payable documents, including requisitions, change orders, direct payments, travel expenses, and document management.
  • Support departmental programs through special projects, various functions, and meetings.
  • Serve as a liaison between the Assistant Director and staff, other government employees, external organizations, and the public.
  • Manage program data within databases and spreadsheets.
  • Facilitate communication between the Assistant Director and other team members.
  • Organize meetings, including scheduling, sending reminders, preparing agendas, and coordinating catering and room arrangements as needed.
  • Exercise discretion and independent judgment in handling complex administrative tasks.
  • Provide administrative support, including drafting, editing, and preparing emails, memos, letters, presentation materials, and other documents on behalf of the Assistant Director.
  • Maintain accurate and comprehensive records.
  • Stay informed about internal policies and procedures.
  • Place work orders for computer and facility maintenance.
  • Perform additional duties as assigned.

Minimum Qualifications

High school diploma or equivalent; four (4) years of relevant clerical or administrative experience, including proficiency with computer automated systems and office applications; or an equivalent combination of education and experience.

Job Contingencies and Special Requirements

Candidates must pass a pre-employment criminal background check (and may require a credit and/or DMV check based on the assigned program area). A Notary Public certificate must be obtained within 30 days of hire if required for job-related duties.

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