Executive Administrative Assistant #00030

Virginia Information Technologies Agency

2d • $50,000 - $60,000

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.

Requirements

• 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.

Nice To Haves

• 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.

Responsibilities

• 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
• reviewing travel vouchers, purchase orders; payment vouchers, and professional memberships/subscriptions to ensure that documents are completed accurately and submitted timely

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees