Senate of Virginia

Senate Clerk's Office Organizational Structure

Susan Clarke Schaar, Clerk of the Senate

804-698-7400

The Senate Clerk's Office Staff offices are located in the Capitol and General Assembly Building. The hours of operation are from 8:30 am to 5:00 pm, except during session. Office hours during the legislative session may be extended to 7:30 am to 6:00 pm, and the office is typically open should the Senate be in session past these hours.

The staff is divided into the following areas:

Administrative Support— This area is responsible for the daily administrative operations of the immediate Clerk’s Office, records management, Clerk’s schedule, room reservations, and publishing the interim weekly meeting schedule.
Committee Operations— This area provides administrative support for standing committees and legislative study groups. Responsibilities include meeting scheduling and staffing, posting public notices, and recording votes and meeting attendance.
Legislative Information and Constituent Services— LINCS is responsible for legislative information and constituent services; coordinating the page program and session interns; coordinating with Capitol tour guides; and overseeing research, civics education and Educational programming.
Information Systems— Senate Information Systems (SIS) cares for the computers, tablets, and printers maintained by the Senate. Additionally, SIS provides software development, wired and wireless network services, audio/video meeting support and serves as the technical liaison for the Senate.
Journal— This area’s duties include compiling the Journal of the Senate under the direction of the Clerk of the Senate, assisting the Clerk with research and compiling of the Manual of the Senate. The Journal of the Senate is the official record of the Senate.
Fiscal— The Fiscal Office, in conjunction with the Clerk, is responsible for all financial activity of the agency to include accounts payable, payroll, financial reporting, leave accounting, and budget development. This office also coordinates all Human Resource and employee benefit functions for employees of the Senate.
Support Services— This area is responsible for all purchases, coordination and oversight of Capitol after hour events, supervision and coordination for administrative assistants assigned to members during session, facility management including the coordination of renovations and/or alterations of the Capitol and General Assembly Building. In addition, Support Services coordinates and oversees the food services in the Capitol and General Assembly Building. Other duties include movies/filming, members’ travel, administration of the telephone system, postal services, parking, surplus property, leased accounting and fixed assets reporting and inventory of equipment, with the exception of computer hardware/software.
Chamber Staff— This area assists the Clerk in performing the duties necessary to support the Senate in the legislative process. Staff compiles the Senate Calendar, assembles the Senate Journal, and records votes on motions by the Senate when it is in session. The Sergeant at Arms assists in maintaining order and decorum in the chamber. Staff communicates Senate actions to the House of Delegates pursuant to the Rules of the Senate. Staff also reviews all floor amendments presented by Senators for consideration by the Senate.