Training And Operations Travel Coordinator (00014)

Training and Operations Travel Coordinator

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.

The Training and Operations Travel Coordinator provides procurement and travel support to the Training and Operations Branch by ensuring an effective response to meet the administrative needs of the division by preparing correspondence, reports, spreadsheets, and coordinating the processing of various administrative documents. This position will be responsible for but not limited to understanding policies/procedures of state Small Purchase Charge Card (SPCC) and working with the agency Procurement Team to manage all aspects of procurement including purchasing, quotes, and RFB processes. The incumbent of this position will also be responsible for managing inventory and placing orders as needed to maintain supply levels for the division; entering and receiving items in the eVA procurement system; and working with the VDFP Procurement team to ensure adherence to state/agency procurement policies. The incumbent of this position also processes invoices and billing transactions and performs expenditure reconciliation; must deliver excellent customer service by promptly answering the telephone, answering email inquiries, and supporting staff. The incumbent of this position will also be required to participate in procurement-related continuing education training to better understand state procurement processes.

Minimum Qualifications:

· Provides travel, and lodging coordination and support to the Training and Operations Branch FTE and P-14 staff and adjunct instructors, for training sessions, testing sessions, SME workgroups, conferences, meetings, and events.

· Considerable experience demonstrating skills and knowledge of inventory management practices/procedures.

· Considerable work experience demonstrating the ability to follow procurement policies and utilize a purchase card to make purchases to support business operations.

· Experience processing and reviewing travel claims/vouchers, purchase orders, and payment vouchers.

· 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.

· Experience communicating in writing with demonstrated ability to utilize proper grammar, spelling, and punctuation in preparing correspondence, spreadsheets, and similar documents, and oral communication skills with demonstrated ability to provide customer service to interact with all levels of internal and external stakeholders.

· Skill in the maintenance of filing systems and records retention.

· Experience demonstrating the ability exercise critical thinking to plan, organize, and manage competing projects/tasks and provide feedback in a fast-paced deadline driven environment.

· Experience demonstrating the ability to work independently with minimal supervision as well as work well with a team.

· Experience using 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.

· Experience maintaining confidentiality and security of sensitive documents and personal identifying information (PII).

Additional Considerations:

·Considerable experience using an SPCC to make purchases in accordance with state procurement policies including SPCC, eVA, and 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.

Special Requirements:

Criminal History: Employment is contingent upon the successful completion of a criminal background check. Other: Must be eligible for employment in the State of Virginia and at least 18 years of age. Must be able to pass a federal background check to obtain a Department of Homeland Security (DHS) secret security clearance.

State applications will only be accepted as submitted online by 11:55 pm on the closing date through the Recruitment Management System (RMS). Applications submitted via email, postal mail, fax, or in person will not be considered. Applicants are expected to fully represent qualifications and work history on the State applications and or in resumes. The decision to interview an applicant is based on the information provided in the application, resume, or other relevant documents provided; therefore, it is essential for applicants to supply detailed information. Submitting an incomplete state application/resume, or a state application/resume lacking in detail, may impact your interview eligibility.

This website will provide a confirmation of receipt when the application is submitted successfully. Please refer to "Your Application" in your RMS Account to check the status of your application for this position. The candidate selected for this position will be required to successfully complete a background check.

State employees who have been affected by Policy 1.3 Layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card) must submit the card BEFORE the closing date for this position. The card may be scanned and attached to the application or faxed to (804) 371-7401. Please include your name and the position number on the fax cover sheet.

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 (804) 249-1992 for assistance.

VETERANS, PEOPLE WITH DISABILITIES, AMERICORPS, PEACE CORPS, AND OTHER NATIONAL SERVICE ALUMNI ARE ENCOURAGED TO APPLY. Equal Opportunity Employer