Administrative Manager

Loudoun County Government; Leesburg (VA); On-site; USD 85,000 - 120,000; Full time

Job summary

Loudoun County Department of Family Services is hiring an Administrative Manager II to serve as the department’s senior administrative authority. The role reports to the Internal Operations Director and leads administrative operations, personnel administration, and risk management to ensure efficient service delivery.

The position requires advancing departmental priorities, developing staff capability, and partnering with county offices to maintain internal controls and accountability.

Qualifications

• Bachelor's degree and three years of related analytical/paraprofessional administrative work experience, including one year of supervisory experience or equivalent combination of education and experience.
• Master’s degree in public administration, business administration, organizational management, human resources, public policy, or related field preferred.
• Experience supporting senior executive leadership and supervising administrative staff is a plus.

Responsibilities

• Directs and coordinates day-to-day administrative operations across DFS divisions.
• Develops and maintains administrative policies, procedures, processes, standards, and internal controls.
• Oversees workflow, resource allocation, workload, and service delivery across the department.
• Ensures compliance with audits, regulatory inquiries, and internal controls.
• Provides executive administrative support to leadership and coordinates sensitive information handling.
• Establishes performance expectations and staffing coverage for administrative teams.

Skills

Fiscal & Resource Management

Technology & Systems

Communication

Prioritization & Adaptability

Continuous Improvement & Collaboration

Education

Bachelor's degree

Master’s degree in public administration or related field

Tools

Microsoft Office

Job description

Loudoun County is one of the fastest growing counties in the country, known for its excellent quality of life and strong economy, while embracing its historic presence. Located 35 miles west of Washington DC, Loudoun County offers a diverse blend of cultural, recreational, and educational opportunities.

Loudoun County Department of Family Services seeks a dedicated and experienced professional for its Administrative Manager position. The successful candidate will join the Department of Family Services which envisions better health, safety, and well-being for all. We support individuals and families in the community to live their best lives while advocating for those most vulnerable and respecting their right to self-determination.

The Department of Family Services (DFS) is seeking an experienced Administrative Manager II to serve as the department’s senior administrative authority. Under the direction of the Internal Operations Director, this position provides department-wide leadership, and oversight of administrative operations supporting all DFS divisions. The Administrative Manager II serves as a strategic administrative partner to the Internal Operations Director and DFS Executive Leadership Team, ensuring administrative infrastructure, resources, policies, processes, and internal controls support effective service delivery, compliance, risk accountability, management, and County priorities.

The position provides direct supervision and centralized leadership for the DFS Executive Assistant to the Director and additional Administrative Assistant IV positions. The Administrative Manager II establishes consistent administrative standards, prioritizes and monitors workload, develops staff capability, and ensures continuity of critical administrative functions. The position also provides leadership in personnel administration, compliance and risk management, budget and procurement, executive support, records and information management, systems, process improvement, and operational continuity. The position serves as a key resource to department leadership and County administrative offices, and independently manages complex administrative, operational, personnel, fiscal, and compliance matters.

This is an on-site position and is not eligible for telework.

Administrative & Operational Management

• Directs and coordinates day-to-day administrative operations across DFS divisions.
• Develops and maintains administrative policies, procedures, processes, standards, and internal controls.
• Ensures consistent administrative practices and service expectations across the department. Oversees workflow, resource allocation, workload, and administrative service delivery.
• Identifies operational challenges and recommends solutions to improve efficiency, consistency, and accountability.
• Leads or supports department-wide initiatives, special projects, process improvements, and organizational priorities.
• Serves as the primary contact for County administrative offices on department-wide administrative matters.

Executive Leadership & Department Support

• Serves as a strategic administrative partner to the Internal Operations Director and DFS Executive Leadership Team.
• Coordinates executive administrative support, meetings, initiatives, assignments, and time-sensitive priorities.
• Ensures timely, accurate, and confidential handling of sensitive information.
• Anticipates administrative needs and recommends solutions to leadership decision-making.
• Coordinates follow-up and accountability for department-wide actions, assignments, and deadlines.
• Serves as a liaison between DFS leadership, County administrative offices, and internal and external stakeholders. Builds effective working relationships with DFS divisions and with County partners, including Human Resources, Finance, Procurement, InformationTechnology, Legal, and Compliance.

Personnel Administration & Supervision

• Directly supervise the DFS Executive Assistant and additional Administrative Assistant IV positions.
• Establishes performance expectations, priorities, goals, and accountability measures.
• Assigns, prioritizes, and monitors workload and ensures appropriate staffing coverage.
• Conducts performance evaluations and provides coaching, feedback, training, and professional development.
• Ensures appropriate onboarding, cross-training, and continuity of critical administrative functions.
• Addresses’ performance concerns in accordance with County policies and procedures.
• Promotes a collaborative, accountable, professional, and service-oriented administrative team.
• Ensures appropriate staffing coverage and continuity of critical administrative functions.
• Establishes clear roles, responsibilities, communication protocols, and performance expectations across the administrative team.

Compliance, Contracts & Risk Management

• Coordinates with County offices and DFS functions on administrative, compliance, and operational matters.
• Supports department readiness for audits, monitoring reviews, inspections, and regulatory inquiries.
• Ensures, documentation and records are maintained in accordance with applicable requirements.
• Identifies administrative, operational, fiscal, and compliance risks and recommends mitigation strategies.
• Monitors corrective action plans and ensures assigned actions are completed timely and appropriately documented.
• Recommends improvements to strengthen internal controls, accountability, efficiency, and compliance.

Key Competencies

• Fiscal & Resource Management: Budgeting, procurement, contracts, grants, and resource management.
• Technology & Systems: Microsoft Office and enterprise administrative, financial, records, document, and workflow systems.
• Communication: Strong written and verbal communication, and the ability to communicate complex information clearly.
• Prioritization & Adaptability: Ability to manage competing priorities, navigate ambiguity, and perform effectively in complex, high-volume environments.
• Continuous Improvement & Collaboration: Commitment to continuous learning, adaptability, collaboration, and public service.

Bachelor's degree and three (3) years of related analytical/paraprofessional administrative work experience, including one (1) year of supervisory experience or equivalent combination of education and experience.

Preferred Qualifications: The ideal candidate will bring a combination of the following qualifications, experience, and transferable skills:

• Master’s degree in public administration, business administration, organizational management, human resources, public policy, or a related field.
• A background in complex, regulated, public-sector, or service-oriented organizations.
• Experience supporting senior executive leadership.
• Demonstrated ability to supervise and develop administrative staff.
• Skill in managing and improving administrative processes and organizational operations.

Criminal background check required. Based on assigned program area a credit and/or DMV check may also be required. For DMV check, valid driver’s license and good driving record required (driving records may be reviewed annually for continued qualification). Hold a Virginia State Notary Public Certificate or be eligible to obtain one within the first six months, if required for position.