Executive Secretary (VDH02592)

Title: Executive Secretary (VDH02592)

State Role Title:Admin and Office Spec III

Hiring Range: $53760 to $58190

Pay Band: 3

Agency: Virginia Department of Health

Location:ROANOKE HQ

Agency Website:

Recruitment Type: General Public - G

Job Duties

Consider joining the Virginia Department of Health as we foster healthy and resilient communities. This is your opportunity to serve the public in the Environmental Health Program at the Roanoke City/Alleghany Health District.

Position Description:
Independently performs a variety of secretarial support tasks such as typing filing reception scheduling appointments making reservations sorting mail and transcribing in direct support of a manager or higher level administrative technical or professional. Work tasks regularly require discretion and interpretation of policies procedures or processes. May provide guidance to other staff as an information resource. May conduct research and assemble information on behalf of another administrative technical or professional staff member.

Position Duties:
Administrative Support
Provides direction oversight and organization of administrative functions.
Confirms smooth timely and confidential flow of all communications and documents.
Schedules meetings and events- provide logistical support record meeting minutes and keep schedule organized.
Ensures timely and confidential flow of all communication to include but not limited to: letters business documents correspondence and forms.
Provide telephone email and guest support.
May train other support staff. Creates and maintain a performance-based culture that supports policies and procedures.

Program Support
Provides district or office support which may include maintaining leave reporting forms calendars and the primary timekeeper for all employees.
May serve as an active member of office or districts emergency operations center.
Provides assistance with IT issues to support the district or office.
Develops and maintains organized filing system to support needs.
Cultivates and manages a process to monitor the work units compliance with all assigned deadlines and projects.

Customer Service
Demonstrates appropriate levels of customer service to all clients.
Assures customer needs are addressed in a timely manner in accordance with state and district guidelines.
Respects and promotes the expression of diverse perspectives.

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor. May be required by VDH to adjust work hours location and job duties and participate in training to meet public health business needs including emergencies. If this position is designated as a mobile worker this includes both working in the field and teleworking at an alternate location when not in the field or during an emergency closing. You may be required to periodically come into your assigned office to attend meetings or training.

The Virginia Department of Health (VDH) is dedicated to protecting and promoting the health of Virginians. The VDH is made up of a statewide Central Office in Richmond and 35 local health districts.

Who We Are: The Roanoke City and Alleghany Health Districts (RCAHD) are two health districts in the Commonwealth of Virginia under the Virginia Department of Health and employ approximately 140 staff. RCAHD encompasses the cities of Covington Roanoke and Salem and the counties of Alleghany Botetourt Craig and Roanoke.

What We Do: RCAHD which provides services from nine office locations serves a combined population of over 278400 people throughout both rural and urban environments and works to promote and encourage healthy behavior protect the public against environmental hazards prevent epidemics and the spread of disease respond to disasters assist communities in recovery and assure the quality and accessibility of health services for all members of the communities.

The Virginia Department of Health offers 13 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.

VDH requires all Health-Care Personnel (HCP) to provide documentation of immunization or evidence of immunity to the following: hepatitis B measles mumps rubella and varicella; a one-time dose of tetanus diphtheria and pertussis (Tdap) vaccine regardless of the interval since the last dose of tetanus-diphtheria (Td) vaccine was administered (Td or Tdap boosters shall be received every 10 years); and the current years seasonal influenza vaccination.

Minimum Qualifications

Comprehensive working knowledge of office practices and procedures
Proficiency in MS applications; Word Excel and Access
Ability to manage multiple projects coordinate meetings problem solve and prioritize
Strong ability to communicate effectively both orally and in writing.
Experienced in accurate data entry and in analyzing data
Ability to understand interpret and apply state and county policies

Additional Considerations

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. Supplemental questions are encouraged to be answered in a comprehensive manner and reference any pertinent knowledge skills and abilities as well as any previous experience that relates to the position.

Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Services 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: .

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!

Contact Information

Name: Darlene Smith

Phone:

Email:

In support of the Commonwealths 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 .

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.