Administrative Assistant - EMS/GIS (079)

International Association of Fire Fighters; Washington (District of Columbia); On-site; USD 42,000 - 55,000; Full time

Job summary

International Association of Fire Fighters is seeking an Administrative Assistant (Grade 6) to support the Fire and EMS Operations Department. The role handles GIS data, maintains databases, processes data requests, and provides communications support to leadership.

The position requires strong organizational skills, GIS familiarity, and proficiency with MS Office and Esri tools. Collaboration with the Director and departmental staff is essential to meet project timelines.

Qualifications

• Bachelor’s degree with focus on Geography, GIS, data science, or related field.
• Knowledge of GIS and tabular data storage and acquisition processes and best practices.
• Excellent oral and written communication skills; ability to explain GIS concepts to broad audiences.
• Proficient in Microsoft Office Suite, Esri products, Smartsheet or other PM tools; deep GIS data handling knowledge.
• Knowledge and experience with complex administrative tasks in a busy department; strong organizational skills.
• Experience with Python and/or R, especially in GIS environments (preferred).
• Knowledge of unions or other advocacy organizations.
• Ability to follow established procedures in completing work.

Responsibilities

• Answers questions/requests about projects and GIS and data via email/phone.
• Saves, organizes, and maintains GIS and CAD datasets and databases using standard conventions.
• Maintains GIS and CAD metadata, project files and file structure, and establishes geospatial records standards.
• Processes project requests and incoming GIS data; guides locals on GIS data acquisition; liaises with data sources.
• Updates Esri StoryMaps and Experience Builder with response boundaries and project records.
• Validates submitted data for compliance with data requirements.
• Monitors dedicated data email; constructs automated reminders to support progression.
• Manages invoices and accounts receivable in IAFF’s accounting system.
• Creates and distributes survey questionnaires and related correspondence for department projects.
• Handles routine clerical and administrative support activities.
• Performs other duties to support the department and its mission.

Skills

GIS data handling

Data concepts communication

Organizational skills

Python/R GIS experience

Administrative tasks

Following procedures

Union/advocacy knowledge

Education

Bachelor’s degree in Geography GIS data science or related field

Tools

Microsoft Office Suite

Esri products

Smartsheet

Job description

JOB TITLE: ADMINISTRATIVE ASSISTANT (GRADE 6)

Department: Fire and EMS Operations Department

Date: October 2026

Reports to: Director of Department

FLSA: Non-Exempt

Position Summary

Responsible for supporting the day-to-day activities of the Department of Fire and EMS Operations. Maintains and acquires GIS records, processes data requests, manages the department’s database, provides local support for data acquisition, communicates regarding GIS requests and progress via phone and email, and supports the director and deputy directors of the department.

Responsibilities

• Answers incoming questions/requests about projects and GIS and tabular data via email and telephone.
• Saves, organizes, and maintains GIS and CAD datasets and databases using standard conventions.
• Maintains GIS and CAD metadata, project files and file structure, and establishes geospatial records management standards.
• Processes project requests and incoming GIS data. Provides GIS subject matter expertise to guide locals on GIS and CAD data acquisition. Liaises with local data source representatives.
• Updates and maintains Esri StoryMaps and Experience Builder programs with response boundaries and project records.
• Validates submitted data to ensure compliance with established data requirements.
• Monitors the Fire & EMS Operations dedicated data email address. Constructs and maintains automated email reminders to support project progression.
• Manages invoices and enters accounts receivable items such as checks into IAFF’s accounting system and routes such receivables for deposit.
• Creates, gathers, compiles, and organizes survey questionnaires and information and distributes correspondence in support of department projects.
• Handles routine clerical and administrative support activities.
• Performs other duties as required to support the department and its mission.

Skills & Qualifications

• Bachelor’s degree with focus on Geography, GIS, data science, or related field.
• Knowledge of GIS and tabular data storage and acquisition processes and best practices.
• Excellent oral and written communication skills. Ability to communicate GIS and data concepts to broad audiences.
• Proficient in Microsoft Office Suite, Esri products, Smartsheet or other project management system. Deep understanding of GIS data and handling of large datasets.
• Knowledge and experience with complex administrative tasks that include working in a busy department and excellent organizational skills.
• Experience with Python and/or R, especially in GIS environment, preferred.
• Knowledge of unions or other advocacy organizations.
• Ability to follow established procedures in completing work assignments and projects.