Title: Executive Secretary Senior
State Role Title: Admin and Office Spec III
Hiring Range: $42,950-$56,715
Pay Band: 3
Agency: Virginia Department of Health
Location: PORTSMOUTH -TW
Agency Website: https://www.vdh.virginia.gov/portsmouth/
Recruitment Type: General Public - G
Job Duties
This position is responsible for independently performing a variety of administrative activities in support of an administrative, technical or professional staff member with district or office wide responsibilities or office-wide responsibilities that affect field or other work units. Work regularly requires discretion, interpretation of policies, procedures or processes and frequent interaction with officials. May provide guidance to other staff as an information resource. Conducts research or assembles information and develops summaries in support of another administrative, technical or professional staff member. May type, file, schedule appointments, make reservations, sort mail and perform reception duties.
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, procedures, and providing administrative support in a professional setting
• Ability to maintain a high level of professionalism, confidentiality, and discretion under all circumstances
• Excellent ability to communicate effectively both verbally and in writing
• Ability to proficiently use office equipment (computer, telephone, copier, fax, scanner, etc.)
• Ability to transcribe information, prepare professional documentation, communication, briefings, and reports
• Experience with Microsoft applications, such as Excel, Word, Access, Outlook, PowerPoint, and Teams)
• Excellent organization skills
• Knowledge and experience with records maintenance and retention
Additional Considerations
• Knowledge of patient confidentiality (HIPAA)
• Advanced professional administration training and practical experience as an Administrative Assistant
• Knowledge of public health programs and policies
• Advanced professional administration training and practical experience as an Administrative Assistant
• Working knowledge of emotional intelligence and group dynamics and demonstrated ability to apply these strategies effectively in the professional setting
• Ability to coordinate complex scheduling for executive leadership to include meetings, events, and logistics
• Ability to establish, build, and maintain professional working relationships with agency partners, government officials, healthcare professionals, residents, and others integral to district public health operations
• Ability to proficiently use office software and design tools (Adobe, Canva, Publisher, etc.)
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.
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 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: Tanya Weaver
Phone: (757)393-8585
Email: Tanya.Weaver@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.