Title: Training and Operations Support Specialist

State Role Title: Admin/Office Specialist III

Hiring Range: $45,000 – 55,000

Pay Band: 3

Agency: Department of Fire Programs

Location: Dept of Fire Programs

Agency Website: www.dhrm.virginia.gov

Recruitment Type: General Public - G

Job Duties

The mission of the Virginia Department of Programs is to be committed to providing the highest level of professional development and statewide risk reduction efforts.

As a Virginia Emergency Support Team (VEST) agency, we provide both operational and technical assistance to communities in need during emergencies of all types. This includes both operational support in the Virginia Emergency Operations center (VEOC) and in-the field deployments.

The Virginia Department of Fire Programs (VDFP) Training and Operations Branch provides training to Virginia’s public safety community. This position provides administrative office support to their assigned division within the Training & Operations branch. This position ensures accurate recordkeeping, efficient office operations, and professional customer service for instructors, staff, and stakeholders. Responsibilities include managing training records, scheduling, data entry, report generation, communication with stakeholders, and support for certification, enrollment, and accreditation/learning development processes.

* This agency is intending to fill multiple positions under this working title.

Minimum Qualifications

• Considerable knowledge and experience performing a variety of administrative functions to support business operations.
• Considerable experience communicating program information, instructions, or details to provide at all times, professional and courteous customer service by phone call, email, or in person to diverse internal and external customers.
• Considerable experience demonstrating organization skills, exercising sound judgement to solve problems, and planning and prioritizing competing tasks in a deadline driven fast paced work environment.
• Experience utilizing a Learning Management System(LMS) to supporting learning/testing session entries, processing, and closing.
• Experience demonstrating the ability to interpret government policies, regulations, and guidance, and apply it to program aspects as appropriate; evaluate information from multiple sources and work effectively and cooperatively to align program strategy with new information.
• Experience making travel and lodging arrangements and experience procuring or purchasing goods/supplies.
• Experience demonstrating interpersonal, verbal, and written communication skills with all levels of staff, general public, and public officials.
• Proven ability to build rapport, consensus and collaboration among diverse public safety professionals and various stakeholders.
• Ability to maintain confidentiality.
• Considerable skills in the use of computers – Microsoft Office suite, database systems, and associated software.

Additional Considerations

• Additional Consideration - Knowledge of and experience with making travel and lodging arrangements and purchasing; experience with eVA and in the use of a state small purchase charge card (SPCC) desired.
• Additional Consideration Experience with Cornerstone OnDemand, the agency LMS, to support session entry, processing, and closing.

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.

Criminal History: Employment is contingent upon the successful completion of a criminal background check.

Other: Must be eligible for employment in the State of Virginia and at least 18 years of age. A one-year probationary period is required of all newly hired employees to the State.

State applications will only be accepted as submitted online by 11:55 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 a 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.

You may apply for this position at Home (virginia.gov) 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.

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.