Title: Executive Administrative Assistant #00094
State Role Title: Gen Admin Supv I/Coord I
Hiring Range: $55,000.00 – $70,000.00
Pay Band: 4
Agency: Department of Fire Programs
Location: Dept of Fire Programs
Agency Website: https://www.vdfp.virginia.gov/
Recruitment Type: General Public - G
Job Duties
About the Agency
The Virginia Department of Fire Programs serves the citizens of the Commonwealth by enhancing public safety through supplemental funding to local governments, education, and training to first responders, fire prevention and life safety education through community risk reduction and statewide fire code enforcement.
About the Position
The Executive Administrative Assistant will serve as an administration coordinator responsible for project management on behalf of the Chief Administrative Officer. Specifically, the incumbent of this position will be responsible for performing tasks such as but not limited to providing direct administrative support to the Chief Administrative Officer (CAO); managing a variety of records, electronic communications and preparing correspondence, forms and reports; and producing complex financial documents related to budget and program management and keying data into State financial systems. The Executive Administrative Assistant will also be responsible for providing excellent customer service to internal and extern customers; establishing and maintaining a filing system to manage electronic and paper records; maintaining confidentiality of reports, documents and agency resources requiring discretion; and managing ancillary functions of the CAO such as coordinating meetings, making purchases and coordinating travel arrangements on behalf of the CAO.
Minimum Qualifications
• A work history demonstrating considerable knowledge and experience performing a variety of administrative functions to support executives and managers in an office environment to include coordinating executive calendars/schedules, managing records/files, and performing research to support business operations.
• Considerable experience coordinating arrangements for executive transportation, meals, lodging and similar travel logistics as necessary.
• Experience demonstrating the ability to communicate orally to deliver professional and attentive customer service to internal and external stakeholders, and experience communicating in writing with demonstrated ability to prepare professional written correspondence, meeting agendas, and record and create meeting notes.
• Experience demonstrating knowledge of complex financial analysis, reporting and budget monitoring.
• Experience gathering, interpreting, and organizing data to create critical reports and presentations.
• Experience maintaining confidentiality and security of sensitive documents and person identifying information (PII).
• Work experience demonstrating project coordination skills to include planning/troubleshooting, organizing and prioritizing competing tasks and projects, communicating and reporting of information, managing deadlines, and follow-through to ensure task completion.
• Work experience demonstrates the ability to interpret government policies, regulations, and guidance from multiple sources and work effectively and cooperatively to align program strategy with new information.
• Experience demonstrating the ability to critically think, independently solve problems, and work with limited supervision in a dynamic fast- paced environment.
• Documented experience in the use of Microsoft Office products to include, but not limited to: MS Word, MS Excel, and or MS Access.
Additional Considerations
• Demonstrated experience working with financial based programs to include Cardinal, eVA and other related financial systems.
• Knowledge and understanding of revenue and expenditure processing.
• Proven ability to build rapport, consensus and collaboration among diverse professionals and various stakeholders.
• Experience demonstrating the ability to operate a calculator and perform data entry into financial systems.
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.
State applications will only be accepted as submitted online by 11:59 pm on the closing date through the Recruitment Management System (RMS). Applications submitted via email, postal mail, fax, or in person will not be considered. Applicants are expected to fully represent qualifications and work history on the State applications and or in resumes. The decision to interview an applicant is based on the information provided in the application, resume, or other relevant documents provided; therefore, it is essential for applicants to supply detailed information. Submitting an incomplete state application/resume, or a state application/resume lacking in detail, may impact your interview eligibility. This website will provide confirmation of receipt when the application is submitted successfully. Please refer to “Your Application” in your RMS Account to check the status of your application for this position.
State employees who have been affected by Policy 1.3 Layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card) must submit the card BEFORE the closing date for this position. The card may be scanned and attached to the application or faxed to (804) 371-7401. Please include your name and the position number on the fax cover sheet. You may apply for this position at Home Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please contact Ethel White at (804) 249-1992 for assistance. VETERANS, PEOPLE WITH DISABILITIES, AMERICORPS, PEACE CORPS, AND OTHER NATIONAL SERVICE ALUMNI ARE ENCOURAGED TO APPLY. Equal Opportunity Employer
Contact Information
Name: Taris Harmon
Phone: 804-292-6482
Email: taris.harmon@dhrm.virginia.gov
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 800-552-5019.
Note: 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.