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Administrative and Office Specialist - Fleet Reservation Coordinator

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Northern Virginia Community College

Location: Annandale, Virginia
Category: Administrative Assistants
Date Posted: February 7, 2025
Application Deadline: Open until filled

Job Description

Posting Summary

Working Title

Administrative and Office Specialist - Fleet Reservation Coordinator

Role Title

Admin and Office Spec III

Role Code

19013-FP

FLSA

Nonexempt

Pay Band

03

Position Number

280W1372

Agency

Northern VA Community College

Division

NV280-VP Administration

Work Location

Fairfax County - 059

Hiring Range

$25/hr

Emergency/Essential Personnel

Yes

EEO Category

F-Admin Supp

Full Time or Part Time

Part Time

Does this position have telework options? -Telework options are subject to change based on business needs-

No

Does this position have a bilingual or multilingual skill requirement or preference?

Work Schedule

Varies

Sensitive Position

No

Job Description

General Description:
The Administrative and Office -Fleet Reservation Specialist will provide administrative support to a large staff of executives, managers, and team members and provide coordination for the vehicle fleet. This position is responsible for the fleets reservation for all six campuses.

Duties and Tasks:

Manages the College motor pool, which includes a small fleet of vehicles available for use by college employees for work-required travel.
Manages the reservation fleets at the 6 NOVA campuses and Pender location.
The individual will act as the subject matter expert in FPSS Fleet Management, as the primary point of contact for vehicle policy, online registration, and fleet vehicle requests.
This includes coordinating reservations, updating the availability sheets and reservation calendars, communicating with Traka box admin schedules the be entered, following up on maintenance of the reservation fleet, maintaining the cleanliness of the vehicles with monthly checks at all campus to include car washes as needed.
They will serve as the backup to the Administrative Support specialist in the Vehicle shop and assist with updates to the vehicle database, maintenance schedules and communications with POCs at the campuses.
Secondary duties, support the administrative staff functions to include but not limited to: parking permits, conference room requests, Chrome River, creating and maintaining spreadsheets, databases and interactive dashboards.

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications

KSAs:

Ability to compose written documents and scan documents.
Ability to analyze and interpret data.
Ability to manage multiple priorities while meeting deadlines and providing excellent customer service.
Ability to be an effective team contributor.
Excellent communications skills both oral and written.
Ability to follow directions, handle multiple priorities and meet established deadlines.
High initiative, positive attitude and attention to detail are essential.
Ability to excel in a high-volume work environment.

Required Qualifications:

Administrative support experience.
Customer service experience.
Experience with Microsoft Office Suite, use of PCs and peripherals such as scanners, printers, portable storage devices.
Data Entry experience.
Valid drivers license and good driving record.

Additional Considerations

Administrative experience supporting management and staff
Experience in fleet coordination
Experience in a college or a state agency.

Operation of a State Vehicle

Yes

Supervises Employees

No

Required Travel

Will be required to travel between NOVA campuses using a State Vehicle.

Posting Detail Information

Posting Number

WGE_2390P

Recruitment Type

General Public - G

Position End Date (if temporary)

Job Open Date

02/07/2025

Job Close Date

02/23/2025

Open Until Filled

No

Agency Website

www.nvcc.edu

Contact Name

Email

Phone Number

Special Instructions to Applicants

In support of the Commonwealths commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealths Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter. To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155

Additional Information

Northern Virginia Community College (NOVA) is the largest public institution of higher education in the Commonwealth of Virginia and one of the largest community colleges in the nation. NOVA enrolls nearly 75,000 students on its six campuses in Alexandria, Annandale, Sterling, Manassas, Springfield, and Woodbridge, as well as through NOVA Online and high school dual enrollment programs. The College offers more than 100 affordable associate degree and certificate programs to help our students reach their academic and professional goals in some of the most in-demand careers. At NOVA, we are deeply committed to fostering an inclusive community for all students, faculty, and staff, and our diverse workforce is representative of this commitment. To this end, we encourage all applicants seeking to add value through their diverse backgrounds, experiences, and interests to consider employment opportunities with NOVA. To learn more about NOVAs commitment to inclusive excellence, please visit our website. NOVA offers eligible employees a benefits package that includes a comprehensive health and dental insurance program, generous paid leave, deferred compensation plans, paid parental leave, state employee discounts, and a solid and secure retirement program. We strive to ensure our employees have the tools and development opportunities to support and promote NOVAs mission. For more information about NOVA and its programs and services, please visit our website at www.nvcc.edu.The security of our students, faculty, and staff is very important at NOVA. Please take a moment to review NOVAs Annual Security ReportsDiversity, Equity & Inclusion | Northern Virginia Community College Learn more about Diversity, Equity & Inclusion at NOVA.

Employees must reside in Virginia, Maryland or District of Columbia.

Background Check Statement Disclaimer

The selected candidates offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealths Statement of Economic Interest.

EEO Statement

The Virginia Community College System, an EEO employer, welcomes applications from people of all backgrounds and recognizes the benefits of a diverse workforce. Therefore, the VCCS is committed to providing a work environment free of discrimination and harassment. Employment decisions are based on business needs, job requirements and individual qualifications. We prohibit discrimination and harassment on the basis of race, color, religion, sex, national origin, age, sexual orientation, mental or physical disabilities, political affiliation, veteran status, gender identity, or other non-merit factors.

ADA Statement

The VCCS is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), VCCS will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.

E-Verify Statement

VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.

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