Administrative Specialist - Rescue

General Definition of Work

The Administrative Specialist serves as the organizational hub of the Blacksburg Volunteer Rescue Squad, providing professional administrative, financial, and operational support that enables emergency responders to focus on delivering exceptional patient care and rescue services to the community.

This position serves a vital role in supporting the Rescue Squad's operations, volunteers, and community presence. The Administrative Specialist coordinates day-to-day administrative operations, supports volunteer recruitment and onboarding, assists with financial and purchasing processes, manages records and communications, coordinates meetings and events, and serves as one of the primary public faces of the Rescue Squad.

Working closely with the Rescue Chief, leadership team, volunteer officers, Town staff, and community members, the Administrative Specialist helps ensure the Rescue Squad remains organized, responsive, and prepared to provide emergency services 24 hours a day, 365 days a year.

The successful candidate is highly organized, customer-service oriented, comfortable managing multiple priorities simultaneously, exercises sound judgment when handling confidential information, and enjoys working in a mission-driven public safety environment where no two days are alike.

Work is performed under the general supervision of the Rescue Chief.

Shift: Monday - Friday, 8:00 am to 5:00 pm

The set starting range for this position is $41,209.00 to $42,874.00 annually.

The Town of Blacksburg is an EEO Employer M/F/D/V

Essential Functions

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below represent the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Customer Service & Office Administration
  • Serve as the primary point of contact for visitors, volunteers, vendors, and the public
  • Answer and route incoming telephone calls and electronic communications
  • Maintain professional reception and office operations
  • Manage correspondence, filing systems, records, and document retention
• Financial & Administrative Support
  • Process invoices, credit card statements, and purchasing documentation
  • Assist with accounts payable and receivable
  • Record donations and prepare deposits
  • Maintain QuickBooks records
  • Assist with annual budget preparation and financial reporting
• Volunteer & Personnel Support
  • Assist with volunteer recruitment and onboarding
  • Maintain volunteer personnel records
  • Coordinate background checks, paperwork, and orientation materials
  • Assist leadership with scheduling meetings and volunteer events
• Organizational Support
  • Coordinate meetings, travel, conferences, and special events
  • Assist with annual fund drives and community outreach events
  • Support EMS cost recovery activities
  • Process workers' compensation, injury, and accident documentation
• General Administrative Responsibilities
  • Maintain office supplies and equipment
  • Perform notary services
  • Prepare reports, correspondence, and presentations
  • Perform other related duties as assigned

Knowledge, Skills, and Abilities

• Exceptional organizational and time management skills
• Excellent written and verbal communication
• Ability to manage competing priorities with minimal supervision
• Professional customer service skills
• Ability to maintain confidentiality and discretion
• Strong attention to detail
• Ability to learn new software systems quickly
• Experience with Microsoft Office, especially Outlook, Excel, and Word
• Ability to build positive working relationships with volunteers, Town employees, and the public
• Comfort working in a fast-paced public safety environment
• Preferred:
  • QuickBooks
  • Experience supporting volunteers or nonprofit organizations
  • Experience in public safety, local government, healthcare, or emergency services

Education and Experience

• High school diploma or GED
• 3 to 5 years of experience working in an office environment or equivalent combination of education and experience
• Basic accounting and QuickBooks knowledge preferred

Special Requirements

• Notary within six months
• Valid driver’s license in the Commonwealth of Virginia

Physical Requirements

• This work requires the occasional exertion of up to 10 pounds of force
• Work regularly requires sitting, speaking, or hearing, using hands to finger, handle, or feel, and repetitive motions, frequently requires walking, and occasionally requires standing and reaching with hands and arms
• Work has standard vision requirements
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word
• Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound
• Work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operating motor vehicles, and observing general surroundings and activities
• Work has no exposure to environmental conditions
• Work is generally in a moderately noisy location (e.g., business office, light traffic, emergency radio communications)