Administrative Coordinator - Fire Support Services

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Closing Date:

Please Note: All job announcements close at 11:59 p.m. of the day before the posted closing date.

GENERAL RESPONSIBILITIES

Stays informed on operational and administrative matters for Support Services and the Fire Marshal's Office; communicates leadership directives, anticipates needs, and prepares materials in advance.

Screens and prioritizes calls, emails, and visitors; serves as the primary point of contact and resolves routine inquiries.

Manages calendars for the Assistant Chief, Deputy Chief, and Fire Marshal; schedules appointments, tracks leave and attendance, and resolves scheduling conflicts, including arranging alternate representations when needed.

Coordinates meetings by reserving space, distributing materials, notifying participants, and preparing meeting records, including notes or minutes as required.

Arranges and reviews for Fire & EMS staff to ensure accuracy and policy compliance.

Prepares, edits, and formats correspondence, reports, manuals, and presentation materials to ensure accuracy, clarity, and professional standards.

Compiles, analyzes, and summarizes data from multiple sources to support reports, briefings, and administrative decision-making; develops and maintains spreadsheets and databases.

Establishes and maintains suspense logs and action trackers; monitors deadlines and follows up on pending or overdue items.

Creates, maintains, and improves electronic and paper filing systems, including records, SOPs, accreditation materials, and reference documentation.

Monitors office supply inventory; initiates requisitions; and coordinates support for office equipment, information systems, and telecommunications.

Provides administrative support for budget, accounting, procurement, and human resources activities, including preparation of annual operating budget materials.

Maintains accreditation records and organizes policies and procedures; prepares documentation for assessors and oversight reviews.

Tracks training and continuing education compliance; coordinates registrations, travel, logistics, and assists with publishing training schedules.

Supports recruitment by coordinating candidate testing, interview scheduling, and related communications.

Facilitates onboarding by managing new-hire documentation, scheduling orientations, and coordinating access, equipment, and initial training requirements.

Performs other duties as assigned.

QUALIFICATIONS

Two years of progressively responsible experience providing administrative, secretarial, or clerical support.

One year of specialized experience establishing workflow controls for an office with at least five personnel.

Ability to establish, maintain, and improve electronic and paper filing systems.

Skill in compiling, analyzing, summarizing, and presenting information in written reports, charts, and graphs.

Ability to provide basic administrative support for budget, accounting, procurement, and human resources functions.

Proficiency in using computers and modern office-suite software, including word processing, spreadsheets, and presentation tools.

Ability to quickly learn Fire & EMS programs, policies, terminology, and organizational structures.

Strong verbal and written communication skills, with attention to accuracy, clarity, and professional standards.

Skill and discretion in handling confidential or sensitive materials.

Ability to manage multiple priorities, deadlines, and tasks independently.

PREFERRED QUALIFICATIONS

Experience providing executive-level administrative support.

Experience working in a Fire Department, Fire Marshal's Office, or other public safety environment.

Certification as a Certified Administrative Professional (CAP) or equivalent.

EDUCATION

A high school diploma or a General Educational Development (GED) certificate.

CERTIFICATIONS AND LICENSES REQUIRED

A valid state driver's license in good standing.

NECESSARY SPECIAL FACTORS

Work is reviewed in progress and upon completion for quality, timeliness, customer service, teamwork, and adherence to procedures.

May lift up to 20 pounds when handling office supplies.

Position operates in a fast-paced environment requiring frequent interaction with senior officials, internal divisions, and external partners.

WHAT WE OFFER

A career with the Airports Authority comes with more than just a paycheck; it offers a comprehensive benefits package designed to support you and your family's health, financial security, and professional growth. Benefits include medical, dental, and vision coverage; well-being resources; health savings and flexible spending accounts; pension and retirement plans; and ongoing training and development opportunities. Discover more about our benefits packagehere.

A background security investigation will be required for all new hires.

Metropolitan Washington Airports Authority is an Equal Opportunity Employer.| Follow us on Twitter @MWAAcareers.