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: vdh.virginia.gov

Recruitment Type: General Public - G

Job Duties

A. Administrative Support
• Schedules meetings, presentations and speaking engagements with internal and
external officials and organizations.
• Prepares agendas for senior management and leadership team meetings.
• Answers, screens and directs phone calls and messages.
• Provides all administrative support duties for assigned supervisor(s).
• Delivers direction and assistance with coordination of projects to office support staff.

B. Program Support
• Maintains confidentiality to support the programs policies and procedures.
• Completes reports in accordance with program metrics and established guidelines.
• Transcribes confidential reports and associated documents following policies and
procedures. Sends out preliminary and final reports

C. Records Management
• Manages and maintains all information related to work unit or program schedules,
files and requests.
• Maintains all office records and updates appropriate databases.
• Receives and ensures correct placement of all programs related materials and updates
database.

D. Customer Service
• Provides appropriate levels of customer service to clients and customers using
courteous, friendly and tactful services.
• Actively listens to others, uses calm, patient, non-condescending tone and is solution
oriented.
• Assures customer needs are addressed in a timely manner following all state and
district guidelines.

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

• Knowledge of patient confidentiality (HIPAA)
• Advanced professional administration training and practical experience as an
Administrative Assistant
• Knowledge of public health programs and policies

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.