Title: Executive Administrative Assistant #00030

State Role Title: Gen Admin Supv I/Coord I

Hiring Range: $50,000 – $60,000.00

Pay Band: 4

Agency: Department of Fire Programs

Location: Henrico1

Agency Website: www.vafire.com

Recruitment Type: State Employee Only - E

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 provides executive level administrative support to the Chief of Training and Operations and Deputy Chief of Training and Operations. This position serves as the primary point of contact for internal/external stakeholders and provides technical administrative support for all VDFP fire service training operations throughout the Commonwealth. Specifically, duties of this position will include but not be limited to assessing the administrative functions of the Training and Operations branch and recommending and implementing changes/improvements to administrative operations as needed; performing research and compiling data to develop summative reports and presentations; procuring goods and services for branch leadership including but not limited to general office supplies, apparel, meals, and organization memberships; arranging travel for branch leadership including lodging, airfare, and conference/event registration; responding to telephone/email or face to face inquiries; typing correspondence; preparing meeting agendas and taking meeting minutes; distributing mail. This position will also be responsible for reviewing travel vouchers, purchase orders; payment vouchers, and professional memberships/subscriptions to ensure that documents are completed accurately and submitted timely. This position requires independent judgment and decision making in support of the organizational and Branch objectives and mission and requires significant experience in project coordination. This position will have access to and manage confidential and personal identifying information (PII) and is eligible for telework in accordance with Agency and State policies.

Minimum Qualifications

• A work history demonstrating considerable knowledge and experience performing a variety of administrative support functions in an office environment to include records/files management, performing research, and performing administrative functions to support executives and managers.
• Experience processing and reviewing travel claims/vouchers, purchase orders, and payment vouchers.
• Work experience demonstrating the ability to interpret government policies, regulations, and guidance from multiple sources and work effectively and cooperatively to align program strategy with new information.
• Work experience utilizing a small purchase charge card.
• Demonstrated experience in gathering, interpreting, and organizing data to create critical reports and presentations.
• Experience demonstrating the ability to communicate orally to deliver professional and attentive customer service to fellow staff members as well as VDFP’s instructors and students, and experience communicating in writing with demonstrated ability to develop and prepare professional written correspondence.
• Experience maintaining confidentiality and security of sensitive documents, and personal identifying information (PII).
• Experience demonstrating the ability to work with limited supervision, critically think, pay attention to detail, and independently solve problems.
• 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.
• Experience demonstrating the ability to use Microsoft Office Products, and to use cloud-based Learning Management Systems and Records Management Systems software.
  

Additional Considerations

• Extensive experience performing a variety of administrative support functions in an office environment.
• Experience utilizing the Commonwealth's central electronic procurement system (eVA).
• Demonstrated knowledge and experience using and supporting the Fire Service-Learning Management System (LMS) and Records Management System (RMS) desired.
• Experience performing purchasing functions for a business organization desired.
• Experience demonstrating knowledge of adult training delivery desired.
• Proven ability to build rapport, consensus and collaboration among diverse public safety professionals and various stakeholders.
• Possession of a valid driver’s license desired, or reliable transportation to attend work-related activities; occasional overnight travel required.
  

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.

U.S. citizen at least 18 years of age; no felony or serious misdemeanor convictions. Willing to travel occasionally overnight. The candidate selected for this position will be required to successfully complete a background check - Criminal History: The individual has not been convicted of or pled guilty or no contest to a felony or any offense that would be a felony if convicted in the Commonwealth, have not been convicted of or pled guilty or no contest to (a) any misdemeanor involving moral turpitude, including but not limited to petit larceny under §18.2-96, or any offense involving moral turpitude that would be a misdemeanor if committed in the Commonwealth, (b) any misdemeanor sex offense in the Commonwealth, another state, or the United States, including but not limited to sexual battery under §18.2-67.4 or consensual sexual intercourse with a minor 15 or older under clause (ii) of §18.2-371, or (c) domestic assault under §18.2-57.2 or any offense that would be domestic assault under the laws of another state or the United States.

Special Instructions to Applicants:
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 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.

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 http://jobs.agencies.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 Heather Smolka 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.