Administrative Assistant - EMS/GIS (079)

International Association of Fire Fighters; Washington (District of Columbia); On-site; USD 42,000 - 56,000; Full time

Job summary

International Association of Fire Fighters in Washington, DC, is seeking an Administrative Assistant (Grade 6) to support the Fire and EMS Operations Department. This role maintains GIS records, processes data requests, manages the department's database, and provides local GIS data support.

You will assist director and deputy directors, handle communications via phone and email, manage invoices, and support project surveys and documentation.

Qualifications

• Bachelor's degree in Geography, GIS, data science, or related field.
• Knowledge of GIS and tabular data storage and acquisition processes.
• Excellent oral and written communication skills.
• Proficient in Microsoft Office and Esri products; Smartsheet or similar PM tool.
• Experience with Python and/or R in GIS environments preferred.
• Knowledge of unions or advocacy organizations is a plus.

Responsibilities

• Answers incoming questions about projects and GIS and data via email/phone.
• Saves, organizes, and maintains GIS and CAD datasets and databases.
• Maintains GIS/CAD metadata, project files, and data structure.
• Processes project requests and provides GIS data acquisition guidance.
• Updates Esri StoryMaps and Experience Builder with project records.
• Validates submitted data per established data requirements.
• Manages department email for Fire & EMS Operations data.
• Creates automated email reminders to support project progression.
• Manages invoices and accounts receivable in IAFF's accounting system.
• Distributes correspondence and assists with surveys and information for projects.

Skills

GIS data concepts

Data communication

Organizational skills

Attention to detail

Project coordination

Education

Bachelor's in Geography/GIS/Data Science

Tools

Esri ArcGIS

Microsoft Office

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

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

Skills & Qualifications

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