Executive Administrative Assistant #00094

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 accepte