Testing and Operations Support Specialist #W0016

Department of Fire Programs; Virginia; In loco; USD 26.000 - 29.000; Part-time

Descrizione del lavoro

The Department of Fire Programs seeks a Training and Operations Support Specialist to join the Travel and Learning Administration team. You will help ensure travel expense vouchers are complete, timely, and well-documented, and you will serve as the first point of contact at the front desk for the T&O office.

Responsibilities include supporting the Travel Coordinator, processing mail, and assisting other division tasks while maintaining confidentiality and accuracy in a deadline-driven

Competenze

• Experience with basic administrative procedures and mail delivery.
• Experience processing travel reimbursement/vouchers/claims.
• Ability to prepare written documents with proper grammar, spelling and punctuation.
• Experience performing procurement functions for a business.
• Experience delivering office mail and maintaining electronic and paper records.
• Ability to interpret government policies and apply them to program aspects.
• Strong customer service experience with diverse stakeholders via phone, email, or in person.
• Experience maintaining confidentiality and security of sensitive documents and PII.
• Ability to work independently and in a team.
• Strong attention to detail and prioritization in a deadline-driven environment.
• Proficiency with Microsoft Office (Word/Excel/PowerPoint/Access/Outlook) and related systems.

Mansioni

• Provide front desk support and triage inquiries.
• Assist Travel Coordinator and Learning Administration Division.
• Ensure travel vouchers have supporting documents and are timely.
• Process mail and deliveries for the office.
• Support other Learning Administration and Education Services tasks.

Conoscenze

Administrative procedures

Travel reimbursement

Written documents

Procurement functions

Customer service

Confidentiality/PII

Independence

Attention to detail

Strumenti

MS Word

MS Excel

MS PowerPoint

MS Access

MS Outlook

Descrizione del lavoro

Title: Testing and Operations Support Specialist #W0016

State Role Title:Admin & Office Specialist III

Hiring Range: $19.00 - $21.00 an hour

Pay Band: 3

Agency: Department of Fire Programs

Location:Henrico1

Agency Website: www.vafire.com

Recruitment Type: General Public - G

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

As the Training and Operations Support Specialist, this position will work with Training and Operations Branch as required and will assist the Travel Coordinator with tasks as assigned by the Learning Administration Division. This position will provide support in ensuring Travel Expense Reimbursement Vouchers have all supporting documentation, are completed accurately, and are submitted in a timely manner. This position will also be responsible for providing front desk support in receiving and processing mail and deliveries while serving as the first point of contact for the T&O office. This position may support other Learning Administration Division and/or Education Services tasks.

This position is not eligible for telework options.

This position is not eligible for telework options.

Minimum Qualifications

• Work experience demonstrating skills and knowledge of basic administrative and office procedures to include maintaining electronic and paper records and delivering office mail and similar correspondence.
• Experience processing employee travel reimbursement/vouchers/claims.
• Experience demonstrating knowledge skills, and abilities to prepare written documents to include proper use of grammar, spelling, and punctuation in the preparation of correspondence, spreadsheets, and other various documents.
• Experience performing procurement functions for a business organization.
• Experience delivering office mail and maintain electronic and paper records.
• Work experience demonstrating the ability to interpret government policies, regulations, and guidance, from multiple sources and apply it to program aspects as appropriate; evaluate information from multiple sources and work effectively and cooperatively to align program strategy with new information.
• Considerable work experience providing customer service to diverse internal and external customers via phone, email, or face to face.
• Experience maintaining confidentiality and security of sensitive documents and personal identifying information (PII).
• Demonstrated ability to work independently with minimal supervision as well as with a team.
• Work experience demonstrating the ability to perform work requiring attention to detail, organizational skills, and prioritization of competing tasks in a deadline driven environment.
• Documented experience in the use of Microsoft Office Products to include, but not limited to: MS Word, MS Excel, MS PowerPoint, MS Access, and MS Outlook along with other software systems.

Additional Considerations

• Knowledge of state procurement, travel, and/or similar policies.
• Front desk reception experience desired.
• Knowledge of state procurement including SPCC, eVA, SWaM.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Criminal History:

Employment is contingent upon the successful completion of a criminal background check.

This is a hourly wage position eligible to work up to 29 hours per week.

Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please contact Ethel White at [phone] for assistance. VETERANS, PEOPLE WITH DISABILITIES, AMERICORPS,PEACE CORPS, AND OTHER NATIONAL SERVICE ALUMNI ARE ENCOURAGED TO APPLY.

Equal Opportunity Employer

Contact Information

Name: Taris Harmon

Phone: [phone]

Email: [e-mail]

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.