Virginia Fire Chiefs Association

Virginia Fire Chiefs Association

Administrative Specialist/Professional

Contact Name

Chris Eudailey

Contact Email

Contact Phone


Position Reports To: Executive Director

Job Summary:
The Administrative Assistant performs an extensive spectrum of senior-level administrative, technical, and program support for the executive leadership and the Board of Directors of the Virginia Fire Chiefs Association (VFCA). This includes managing Association Social Media accounts and Website information. The work of this position involves complex clerical and administrative tasks requiring a deep knowledge of the VFCA and its mission. This position may be required to support a variety of special projects including in-person and remote working opportunities.

Essential Job Functions:
Provides courteous and timely customer service by receiving calls from executive leadership, board members, association members, and others outside the association. Responds appropriately to questions, comments, requests, etc.

Assesses and resolves problems as necessary

Produces a wide variety of correspondence, documents, and reports according to the supervisor's professional style and preferences. Makes effective use of word processing, spreadsheet, and presentation software to prepare material for managers. May be required to analyze and prioritize information to make appropriate recommendations.

Schedules/coordinates meetings, and conference calls, maintains/distributes meeting minutes and other association activities as needed. Designs, implements, and maintains association membership databases as needed. Enters and compiles data and designs and produces various periodic reports and documents related to the databases as required.

Processes membership invoices, and credit card payments for members and sponsors; enters new members into the membership database. Sends out new member packets and annual dues notice by email.

Maintains the inventory of office equipment. Identifies needed resources and expedites acquisition of the same, may be required to process invoices and verify payment.

Attends VFCA meetings, annual retreats, and conferences.

Manages the VFCA social media accounts and web sites and ensures they are updated with association information and provides current information to support the mission of the VFCA. This includes posting updates and announcements as outlined in the policy.

Provides support to the VFCA annual conference as needed.

Other duties as required to support the Association and leadership.

This position works under the limited supervision of designated executive leadership. Requires initiative and ability to work independently and includes a mixture of remote telework and some in-person work such as meetings, conferences, retreats, and special events. Must be able to maintain the confidentiality of all information.

Proficiency in the use of administrative software applications such as the Microsoft Suite and associated applications. Must be proficient in typing and proofreading and the ability to utilize social media and web functions.

Work environment involves courteous and timely contact with executive leadership, board members, VFCA members, representatives of municipal, state, and federal government, other public and private associations and organizations, as well as the general public.

The incumbent must exercise discretion and diplomacy when dealing with contacts. Strong customer service and interpersonal skills are essential. Must have the flexibility to work non-standard work hours when needed.

High school diploma or GED; an associate degree or some college-level coursework in Office Administration, Legal Secretarial Science, Business Law, Business or Public Administration or a closely related field of study is preferred.

Extensive experience in providing support and scheduling at a senior level, preferably within a service-related organization, is required.

Requires thorough knowledge of current business practices and protocols involved in providing services and quality customer service to the public and others. The ability to take and transcribe dictation may be required.

Computer skills that include proficiency in word processing, spreadsheet, and presentation software are required. Experience in website design helpful.

Must possess the ability to make decisions in accordance with established policies and procedures; must be able to coordinate and organize resources in efficient and effective ways to meet goals; must be able to multi-task.

Requires the ability to prepare effective written communication and communicate effectively verbally. Must be detail-oriented, possess good organizational and follow-up skills, and can
prioritize and meet deadlines.

Must be able to create and maintain harmonious relationships with diverse populations.

Must be able to travel as needed with some overnight stays.

Possess or obtain a valid motor vehicle operator's license issued by the State of Virginia within six months.

Applicants will complete a criminal background check (NCIC).

Any acceptable combination of education and experience which qualifies the applicant for this position may be considered.

Hours and Compensation:

This is a part-time contract position that is authorized for up to 20 hours per week without benefits. Depending on Social Media experience an additional 10 hours per month may be available for this position.

The anticipated salary for this position will be up to $25 per hour, depending on qualifications and experience.

Evaluation: The position will be subject to an annual review.

Amended by VFCA Executive Officers 4-26-24