Executive Administrative Coordinator #00508

The Administrative Coordinator will be responsible for assisting the Commonwealth Coordination Bureau Chief in the development and coordination of the Virginia Emergency Support Team (VEST) and the readiness of the Virginia Emergency Operations Center.

The incumbent duties will include administrative and organizational support to the Divisions within the Bureau (Operational Coordination, TEED, Planning and Commonwealth Incident Management Assistance Team). Serves as Food Unit Leader in Logistics for VEST Events and Activations, as well as a member of the Food Unit when activated on one of the three VEST rotations.

All VDEM employees are designated as essential personnel and may be required to work during emergency situations, such as inclement weather, and natural or man-made disasters/events as directed. This may require irregular work hours, work at locations other than the official duty station, and may include duties other than those specified in the employee’s official EWP.

Minimum Qualifications

• Considerable knowledge of office practices, procedures, and office equipment. 
• Working knowledge of the organization/operation of state and local governments agencies including their policies and procedures. 
• Basic knowledge and understanding of procurement processes, policy and systems. 
• Proficiency with Microsoft Office (including document storage, maintenance, and video conference software).
• Working knowledge in office administration and accounting.
• Ability to work in a fast-paced environment with multiple deadlines and follow-up actions in a timely manner.
• Experience in procuring a wide variety of goods and services in accordance with established guidelines.
• Ability to create organization/tickler system and use automated applications to enhance efficiency of operations.
• Strong interpersonal skills in regard to communication with management and staff at all levels.
• Ability to excel as a member of a team and to promote team building among staff.
• Demonstrated ability to work independently, manage workloads and conflicting priorities; strong organizational and detail-orientation skills.
• Effective communication skills both written and orally.
• Must possess a valid driver’s license with satisfactory driving record.

Additional Considerations

• Knowledge and completion of Procurement, eVA User Training and NIMS Compliance.
• Possess a certification in Procurement or Financial Management.

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.

Applications will only be accepted online through the State Job website. Applications must include all work history and references. The decision to interview an applicant is solely based on the information provided in the application materials. Therefore, it is essential to provide enough information to make this assessment.

Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act.

The salary for this position is negotiable up to the maximum hiring range listed in this posting. Offers will not be made outside of the hiring range. This is a restricted position.

Employment is contingent upon satisfactory results of a fingerprint-based criminal history background check, Division of Motor Vehicle Driver's License check, employment reference check, and E-Verify. Other financial, credit, driving, or degree verification checks before employment may be required for certain positions. The selected candidate may also be required to complete a State of Personal Economic Interests as a condition of employment, if applicable (Va. Code 2.2-3114). A one-year probationary period is required of all newly hired and re-hired Commonwealth of Virginia employees.

VDEM does not provide sponsorship to prospective or current employees. Applicants applying for a position with our agency must be legally authorized to work in the United States at the time of employment.

The Virginia Department of Emergency Management is an Equal Opportunity Employer.

Contact Information

Name: Human Resources

Phone: (804) 912-7254

Email: Humanresources@vdem.virginia.gov

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.