Title: Front Desk Administrative Receptionist #00027

State Role Title: Admin and Office Spec III

Hiring Range: $45,000 - $55,000.00

Pay Band: 3

Agency: Department of Fire Programs

Location: Dept of Fire Programs

Agency Website: www.vafire.com

Recruitment Type: General Public - G

Job Duties

About the Agency
The Virginia Department of Fire Programs (VDFP) enhances public safety in the Commonwealth by providing supplemental funding, training, fire prevention and life safety education, along with statewide fire code enforcement. The organizational objective is to plan, establish, maintain, improve, and promote public safety in the Commonwealth.

About the Position
The objective of the Business Services Branch is to provide superior administrative support to the VDFP, its employees, instructors, the Virginia Fire Services Board, its stakeholders and the Commonwealth of Virginia. The Office Specialist will assist the Branch to provide superior administrative support by primarily serving as the first point of contact for our visitors, customers and students and making a positive first impression for all who come to our office. The successful candidate will have a pleasant personality and greet our visitors, customers and students calling for assistance or visiting the office with a helpful attitude to ensure positive interactions; and must possess extensive customer service experience. The incumbent of this position will also be responsible for giving directions to customers in order to find their way throughout the office; assisting with providing office security by issuing and collecting security badges as well as maintaining visitor logs. The Administrative and Office Specialist will also be responsible for focusing on improving and streaming office processes through an understating of the Agency’s operations and administrative management functions and providing solutions to problems as necessary. The incumbent of this position should be comfortable managing competing tasks and managing administrative procedures during emergency situations.

Minimum Qualifications

•Considerable experience demonstrating administrative/office organizational/management skills and experience maintaining confidential materials.
•Extensive experience oriented toward providing customer service via phone, in person, and electronic communications as well as experience demonstrating the ability to multitask, problem solve and manage competing priorities.
•Experience demonstrating the ability to provide information regarding organizational programs, policies, and rules to visitors/students/customers.
•Experience purchasing good/services for an organization and recording deposits and checks daily.
•Experience demonstrating the ability to routinely schedule meetings, make reservations for interviews, and make/book hotel and conference reservations as needed.
•Experience streamlining office operations that focus on an organization’s mission and vision.
•Experience providing administrative support to members of boards or similar bodies.
•Workplace security experience issuing, checking, and collecting visitor badges and maintaining visitor logs.
•Experience demonstrating the ability to react to emergency situations and interact with difficult or upset visitors/customers/students.
•Experience communicating orally with demonstrated ability to provide information verbally regarding organizational programs, policies and rules, and experience communicating in writing with demonstrated ability to compose routine correspondence/memos and proofread written and numerical documents.
•Experience distributing office mail daily.
•Experience and knowledge of Microsoft Office products, to include, but not limited to MS Word, Excel MS Access and Outlook.

Additional Considerations

•Knowledge of eVA/SWAM procurement processes/procedures.
•Considerable experience in the fields of administrative support or office management with knowledge of state government operations desired.

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.

Special Requirements: Licensure / Certification: Ability to successfully qualify for U.S. Government Security Clearance.

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 or re-hired employees to the State.

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

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 of the fax cover sheet. Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please call 804-225-2131 for assistance.

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.