Administrative Services Coordinator

City of Virginia Beach

New Hired from City of Virginia Beach

Job Description:

If this job matches your qualifications, please send your application directly through our latest Job site in Virginia Beach, VA. Indeed, every job is not easy to apply because it must meet several qualifications and requirements that we must meet in accordance with the standard criteria of the City of Virginia Beach who are looking for potential candidates to work. Good job information Administrative Services Coordinator below matches your qualifications.

Requisition ID:


Work Location:

Fire – Station 7

Pay Range:

A.12, $60,707.50 – $94,096.63

Starting Salary:

Depending upon Qualifications

Work Schedule:

Monday – Friday, 8am – 5pm

Part Time Hours/Wk:

Job Open Date:


Application Deadline:


Job Duties:

The Administrative Services Coordinator will be responsible for the Virginia Beach Fire Department Strategic Initiatives and Special Projects related to Special Operations and FEMA.

Virginia Beach Fire Department Special Operations Responsibilities:

  • Works with Fire Department Special Operations Battalion Chiefs on identifying operational, training and equipment needs that could be supported by grant funding.
  • Collaborates with Fire Department Purchasing Staff to ensure that purchases comply with grant program requirements and that all items are received prior to the grant end-date.
  • Coordinates program appraisals and progress reports required by grantors.
  • Actively participates in developing Tactical Action Plans (TAPs) for managing resources, personnel and equipment needed to respond to both planned and emergent events.
  • Coordinates the Fire Department’s Special Operations Training Program by working with key stakeholders such as State Agencies, National Agencies, Regional Partners and the VBFD Fire Training Center.

FEMA Responsibilities:

  • Supports the Operational Battalion Chief, who serves as the FEMA Urban Search and Rescue Task Force Program Manager, by stepping into this leadership role, during a prolonged absence, such as a task force deployment.
  • Actively participates with developing and managing the annual $1.3 million dollar FEMA cooperative agreement grant budget.
  • Supervises 2 full-time finance employees that assist with grant accounts payable, required federal financial reporting, federal draw-down/reimbursement, budget monitoring and purchasing tasks.
  • Works with finance staff to analyze and project all expenditures and to ensure appropriate grant close-out activities are accomplished per city and federal government requirements.
  • Works with staff to ensure all relevant grant documents are maintained and available for review such as: training and job performance certifications, cooperative agreement grant award documents, incident cost recovery packages, post-incident reviews, and property allocation and disposition forms.
  • Coordinates program appraisals and semi-annual progress reports required by the Urban Search and Rescue Grant Program.
  • Coordinates and manages the application and hiring process for a 200+ member Urban Search and Rescue Task Force with an annual turnover of approximately 20-30 personnel.
  • Oversees a training program that requires 200+ personnel to obtain and maintain certifications and job performance requirements mandated by the FEMA Urban Search and Rescue Program.
  • Coordinates policy development related to the management of a FEMA Urban Search and Rescue Task Force in the areas of Human Resources, Budget Management, Training, Resource Management, and Risk Management.
  • Represents the Virginia Beach Fire Department and Virginia Task Force 2 at numerous city, state, and federal training opportunities and meetings.
  • Assumes the role of Family Liaison during FEMA deployments.

Official City Job Description:

Working Conditions:

Minimum Requirements:

MINIMUMS: Requires a Bachelors degree in Public Administration, Business Administration, Project Management or a related field and six (6) years of experience utilizing the required knowledge, skills, and abilities in areas such as project management; special projects and initiatives; research, data analysis, and performance measurement; or emergency planning; OR any combination of education (above the high school level) and/or experience equivalent to ten (10) years in fields utilizing the required knowledge, skills, and abilities.Must have a current and valid driver’s license. SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or Citywide emergencies.

Additional Requirements: DMV Transcript: Not Required CDL: Not Required DOT History: Not Required CPS Check: Not Required Physical: Not Required Respirator: Not Required Polygraph Review: Not Required Psychological Screening: Not Required Attachments Required:


1. A degree in Public Administration, Finance or Business Administration. 2. Experience working for a public safety organization. 3. Experience coordinating training programs. 4. Experience developing tactical operational plans utilized to manage resources during specific planned events. 5. Experience conducting program appraisals used to evaluate and measure progress towards defined goals. 6. Experience providing direct supervision to staff, including completing evaluations, providing training, performance management and engaging in performance improvement and disciplinary actions when warranted. 7. Experience researching/interpreting data and creating reports with this information to help management make decisions. 8. Experience developing and tracking program budgets.

Special Instructions:

  • Please complete the application in its entirety. The application is the primary required document used to screen qualifications and years of experience. A resume does not replace a completed application. Fields on the application left blank, including but not limited to job duties, dates of employment, and hours worked, may cause your application to be incomplete.
  • You will not be able to access the details of this job ad once the closing date has passed. If you would like to retain this information, please take a screen shot or print using your browser’s printing capability.
  • Your responses to any “Supplemental Questions”, if attached to this requisition, must be supported by the information you give us in the work experience section of this application. Be sure you are thorough in describing your skills and duties as you complete the work experience section. If the information cannot be verified you will not receive credit.
  • Please provide a copy of any certifications or related professional licenses.

VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.

Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.

How To Apply :

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Other Information :

  • Country : US

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