Title: Testing and Operations Support Specialist #W0016

State Role Title: Admin & Office Specialist III

Hiring Range: $19.00 - $21.00 an hour

Pay Band: 3

Agency: Department of Fire Programs

Location: Henrico1

Agency Website: www.vafire.com

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
As the Training and Operations Support Specialist, this position will work with Training and Operations Branch as required and will assist the Travel Coordinator with tasks as assigned by the Learning Administration Division. This position will provide support in ensuring Travel Expense Reimbursement Vouchers have all supporting documentation, are completed accurately, and are submitted in a timely manner. This position will also be responsible for providing front desk support in receiving and processing mail and deliveries while serving as the first point of contact for the T&O office. This position may support other Learning Administration Division and/or Education Services tasks.

This position is not eligible for telework options.

Minimum Qualifications

• Work experience demonstrating skills and knowledge of basic administrative and office procedures to include maintaining electronic and paper records and delivering office mail and similar correspondence.
• Experience processing employee travel reimbursement/vouchers/claims.
• Experience demonstrating knowledge skills, and abilities to prepare written documents to include proper use of grammar, spelling, and punctuation in the preparation of correspondence, spreadsheets, and other various documents.
• Experience performing procurement functions for a business organization.
• Experience delivering office mail and maintain electronic and paper records.
• Work experience demonstrating the ability to interpret government policies, regulations, and guidance, from multiple sources 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.
• Considerable work experience providing customer service to diverse internal and external customers via phone, email, or face to face.
• Experience maintaining confidentiality and security of sensitive documents and personal identifying information (PII).
• Demonstrated ability to work independently with minimal supervision as well as with a team.
• Work experience demonstrating the ability to perform work requiring attention to detail,
organizational skills, and prioritization of competing tasks in a deadline driven environment.
• Documented experience in the use of Microsoft Office Products to include, but not limited to: MS Word, MS Excel, MS PowerPoint, MS Access, and MS Outlook along with other software systems.

Additional Considerations

• Knowledge of state procurement, travel, and/or similar policies.
• Front desk reception experience desired.
• Knowledge of state procurement including SPCC, eVA, SWaM.

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.

This is a hourly wage position eligible to work up to 29 hours per week. 

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 resume's. 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. 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.