Administrative Specialist

Prince William County Government; Woodbridge (VA); On-site; USD 43,000 - 51,000; Full time

Benefits offered by this job

Pension/Retirement benefits

Paid leave and holidays

Health plan options

Job summary

Prince William County Government is seeking an Administrative Specialist to support the Fire Marshal’s Office, including front-desk help, phone and email responses, and coordination of inspections. Familiarity with construction and permitting processes is helpful.

The role emphasizes accurate data entry, strong communication, and teamwork within a professional public safety environment.

Qualifications

• High School Diploma or G.E.D. and 2 years of clerical, data entry, or records experience.
• Familiarity with permitting databases and electronic filing systems is preferred.

Responsibilities

• Assist walk-in customers, answer phones, and monitor shared email inboxes.
• Respond to inquiries and coordinate inspections.
• Support construction, permitting, plan review, and inspections activities.
• Maintain accurate data entry and conduct research as needed.

Skills

Strong communication

Customer service

Data entry

Attention to detail

Multi-tasking

Education

High School Diploma or G.E.D.

Tools

EnerGov

EDMS

Office 365

Adobe Pro

SharePoint

Job description

Are you interested in a career that supports life safety while providing exceptional service to the community? Do you thrive in a fast-paced environment where every day brings new challenges and opportunities to assist customers, residents, and stakeholders? The Prince William County Fire Marshal’s Office is seeking an Administrative Specialist to join a team of uniformed and professional staff, including engineers, inspectors, code enforcement officers, and law enforcement personnel.

Our team is committed to fire prevention, risk reduction, code enforcement, and providing excellent customer service to the community. We seek a self-starter with strong communication and customer service skills who thrives in a collaborative environment. If this describes you, we encourage you to apply.

About This Role:

The successful candidate will provide administrative, technical, and customer service support to the Fire Marshal’s Office. Responsibilities include assisting walk-in customers, answering phones, monitoring shared email inboxes, responding to inquiries, and coordinating inspections. Familiarity with construction, permitting, plan review, and inspections is preferred. Strong data entry, research skills, and attention to detail are essential for success in this role.

Minimum Requirements:

High School Diploma or G.E.D. and 2 years of clerical, data entry, or records experience.

Preferences:

• Public safety, local government, and/or high level executive administrative support experience preferred
• Excellent oral and written communication skills
• Excellent time management and organizational skills
• Attention to detail
• Permitting database experience (EnerGov or other)
• EDMS or other electronic filing system experience
• Construction, plan review, code compliance, inspection experience
• Cash handling experience
• Knowledge of FOIA/HIPAA requirements / redaction guidelines
• Proficiency with Office 365, Adobe Pro, SharePoint
• Ability to multi-task and use multiple programs simultaneously

Special Requirements:

Background checks, which may include but are not limited to: Criminal History Check, Credit History Check, Education Verification Check, License Verification Check, and/or fingerprinting may be required.

Fire & Rescue Requirement: Effective October 2012, mandated by the Virginia State Board of Health 12VAC5-31-540, VA EMS Regulations require a criminal background check conducted by the Central Crime Records Exchange and the National Crime Information Center via Virginia State Police; and a driving record transcript from your residential state Department of Motor Vehicles.

Work Schedule:

37.5-hour week

Monday – Friday 8:00 am to 4:30 pm

Starting Salary Range:

$31.22 – $$ 36.98 hourly

We also offer great benefits including:

• Retirement from the Virginia Retirement System (VRS)
• 401a and 457 retirement savings and investment plans
• Paid Annual Leave
• Paid Personal Leave
• Paid Sick Leave
• Paid Holidays
• Optional Group Medical and Dental Health Plans
• Optional Group Life Insurance
• An Employee Assistance Program (EAP)
• Career Development Opportunities

Prince William County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

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