Title: Executive Secretary Senior

State Role Title: Admin and Office Spec III

Hiring Range: $52,000-$56,500

Pay Band: 3

Agency: Virginia Department of Health

Location: NORFOLK HQ

Agency Website: https://www.vdh.virginia.gov/norfolk/

Recruitment Type: General Public - G

Bold and catalytic, the Norfolk Department of Public Health is transforming the health landscape of our community through groundbreaking initiatives and strategic partnerships. We are committed to fostering a culture of radical collaboration, excellence, inclusivity, and resilience. We believe that our employees are our greatest asset, and we are dedicated to providing a supportive and dynamic work environment where your skills and passion can make a catalytic impact. If you are ready to contribute to meaningful change and be part of a forward-thinking organization, NDPH is the place for you.

Job Duties

The Executive Secretary Senior provides high-level administrative and secretarial support to the Health Director and the Chief Operating Officer. This role involves complex clerical work, managing sensitive and confidential information, coordinating internal and external communications, and supporting operational and programmatic needs of the Norfolk Health District. The incumbent will regularly handle confidential information and communications with discretion and professionalism; prepare and edit correspondence, reports, presentations, and other documents; interpret policies, procedures or processes, and frequently interact with officials.  They may provide guidance to other staff as an information resource; conduct research or assembles information and develops summaries in support of another administrative, technical or professional staff member. 

Additionally, the incumbent must possess the ability to type, file, schedule appointments, make reservations, sort mail and perform reception duties. Time management, effective communication, and strong organizational skills are essential for this position. 

The Virginia Department of Health offers 12 paid holidays, medical, dental, vision and life insurance, retirement plans (including 401a Cash Match and 457 Deferred Compensation Plan) as well as sick, family/personal, and annual leave.

Minimum Qualifications

• Knowledge and experience with administrative practices and procedures and providing administrative support in a professional setting.
• Knowledge and experience with records maintenance.
• Experience with Microsoft applications, such as Word, Excel and Access.
• Ability to transcribe information, prepare documentation, communications, and reports.
• Ability to maintain professionalism and confidentiality under all circumstances.
• Excellent organization skills and written and verbal communication skills.

Additional Considerations

• Prior working experience supporting executive leadership in a fast-paced environment, preferably in public health, healthcare, or government settings.
• Advanced professional administration training and practical experience as an Administrative Assistant.
• Knowledge of public health programs and policies.
• Knowledge of patient confidentiality (HIPAA)

Special Instructions

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

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.
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.

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 affiliation; disability; genetic information; and
pregnancy, childbirth, or related medical conditions. VDH 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: Carolyn Abron

Phone: 757-805-5283

Email: Carolyn.Abron-McCadden@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.