Executive Administrative Assistant #00030

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