Executive Secretary Senior Job at State of Virginia in Staunton

Title: Executive Secretary Senior

State Role Title: Administrative and Office Specialist III

Hiring Range: $52,167 to $55,133

Pay Band: 3

Agency: Virginia Department of Health

Location: VDH-Central Office

Agency Website: VDH.VIRGINIA.GOV

Recruitment Type: General Public - G

Job Duties

The Office of Family Health Services (OFHS) is responsible for administering state, regional,

and local community-based efforts to prevent noncommunicable disease and promote

health and wellness. OFHS administers programs specific to chronic disease prevention,

tobacco prevention, maternal and child health, injury and violence prevention, nutrition,

oral health promotion and conducts surveillance and evaluation to inform programs and

policy. The OFHS seeks a qualified candidate to serve as the Executive Secretary. The

selected candidate will be responsible for providing direction, oversight, and organization of administrative functions for OFHS. The Executive Secretary will independently perform a variety of secretarial support tasks including typing, filing, reception, scheduling meetings and appointments, making reservations, sorting mail and transcribing, in direct support of the Director of OFHS. This position will ensure the timely and confidential flow of all communication including letters, business documents, correspondence, and forms. The Executive Secretary is responsible for maintaining training records, emergency contact

information, and an accurate and up to date staff directory. This position interprets policies and procedures and may provide guidance and training to other staff as an information resource.

This position develops and maintains organized filing, both paper and electronic, to support office needs. The Executive Secretary cultivates and manages a process to monitor OFHS's compliance with all assigned deadlines and projects. This position demonstrates a high level of customer service to all clients.

This is a restricted position, which is solely funded by the Title V Maternal Health

Block Grant. The grant period ends September 30th. The availability of funding is scheduled for review annually. Continued employment is contingent on the continued availability of funds.

Minimum Qualifications

Comprehensive knowledge of managing an office

Experience with records retention guidelines and FOIA requirements

Strong computer skills (Word, PowerPoint, Excel, Visio, and Adobe Pro)

Ability to manage administrative work to support professional staff; prepare

correspondence, reports, presentations, etc.

Ability to manage multiple projects

Additional Considerations

Advanced professional administration training and practical experience as an Administrative Assistant

Knowlege of public health programs and policies

Special Instructions

You will be provided a confirmation of receipt when your application and/or rsum is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service's Child Abuse and Neglect Central Registry check, U.S. HHSIG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, background checks or completion of Statement of Economic Interests may be required for certain positions

VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history which indicates your qualifications for this position

It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliate; disability; genetic information; and pregnancy, childbirth, or related medical conditions. VHD employees have a shared Code of Ethics, which can be found in the bottom banner of our website: www.vdh.virginia.gov

If you have been affected by DHRM Policy 1.30 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.

As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply!

Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information will help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

Contact Information

Name: Tomica Gregory

Phone: 804-814-9684

Email: tomica.gregory@vdh.virginia.gov

In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.