Executive Secretary

Title: Executive Secretary

Hiring Range: Negotiable and Commensurate with Experience

Pay Band: 3

Agency: Department of State Police

Location: Fairfax County

Agency Website: vsp.virginia.gov

Recruitment Type: General Public - G

Job Duties

•Delegates work, monitors progress, and accuracy of work. 

•Demonstrated skill to analyze and solve problems; and ensure deadlines are met. 

•Establishes effective working relationship with supervisors and coworkers. 

•Ensures safety practices are followed and unsafe actions are addressed. 

•Provides orientation and training for new employees. 

•Assigns duties to the wage and volunteer positions. 

•Provides advice and assistance concerning the application of Division Commander’s and Department’s policies and procedures. 

•Serves as liaison between five area offices, Division Headquarters, and Administrative HQ.

•Division encompasses four counties and four cities with 189 sworn and civilian personnel assigned. 

•Ensures accuracy of reports by interpreting and implementing policy and procedure changes. 

•Exercises independence and discretion in a wide variety of sensitive matters. 

•Effectively expresses ideas orally or in writing.

•Independently composes and types accurate reports related to routine and confidential matters. 

•Takes dictation and transcribes. 

•Establishes pending system to ensure timeliness of responses.

•Maintains confidentiality of sensitive material.

•Enters commendations into the COMDAT system.

•Enters personnel information into computer application.

•Verifies bank deposits from the sale of fingerprints.

•Ensures all material filed in the general correspondence files and personnel records are in compliance with the retention schedule.

•Purges files in accordance with retention schedule and completes RM-3.

•Safeguards the confidentiality of all files. Maintains list for schools, special assignments, personnel assigned to specialty programs, and manpower/vacancy list for the Division.

•Ensures all emergency operation plans and manuals are kept up to date.

•Notarizes official documents as required.

•Retrieves statistical reports from various computer programs, e.g., Career Progression, Transfers, Training Records, and CARE.

•Ensures office equipment is maintained in good working order or replaced as needed.

•Coordinates daily work and office activities.

•Assists employees with health benefits and payroll concerns.

•Answers Division Commander’s telephone and confidential inquiries.

•Schedules Division Commander’s meetings and appointments.

•Develops priorities to ensure Area and Division meets all deadlines.

•Opens and distributes confidential material; and prepares outgoing mail.

•Attendance and punctuality are performed at the expected level.

•May be required to perform other duties as assigned. 

•May be required to assist the Department or state government generally in the event of an emergency declaration by the Governor.

Minimum Qualifications

•Considerable knowledge of office management practices and procedures; of proper grammar, punctuation, and spelling; and of basic mathematics. 

•Skill in operating computers and using Microsoft Office applications, and other office systems. 

•Demonstrated ability to use electronic office equipment such as personal computer, computer software, scanning, and fax machines; to key administrative transactions; to maintain filing systems; to exercise independence and discretion; to perform a wide variety of administrative assignments in regulating and controlling office activities; to assign and/or monitor tasks performed by full time clerical and wage employees and volunteers; to relate programs, policies and procedures to administrative processes; to work independently and as a member of a team; to lift up to 50 pounds unassisted; and to communicate effectively orally and in writing in English with staff, Department executives and the public.

•Graduation from high school or equivalent. 

•Considerable administrative experience performing a variety of clerical and administrative duties required. 

•Must be qualified to serve as a Notary Public. 

•An equivalent combination of training and experience indicating possession of the preceding knowledge, skills, and abilities may substitute for this education and experience.

Preferred Qualifications:

N/A

Special Instructions: 

A BACKGROUND INVESTIGATION SHALL BE REQUIRED OF EACH SELECTED APPLICANT

Elements of the selection process include the screening of application(s); the interviewing of qualified candidate(s); salary negotiation(s) if applicable; a background investigation; and a medical evaluation if applicable.  The anticipated duration of the pre-employment process is determined by the successful completion of the above items.

Applications, cover letters and/or resumes shall only be accepted on-line through the PageUp recruitment management system at https://jobs.virginia.gov and must be received by 11:55 P.M. on February 7, 2023. Please limit resumes to four pages and cover letters to one page.  Any additional attachments received in excess of this will not be considered.

PageUP provides a confirmation of receipt of your application, resume and/or cover letter submitted successfully.  Please refer to your PageUp account to check the status of your application for this position.  For questions, please contact the Employment Unit of the Human Resources Division at employment@vsp.virginia.gov.

The Virginia State Police is an Equal Opportunity Employer.  Our policy is to extend opportunities to qualified applicants and employees on an equal basis regardless of an individual’s race, color, gender, age, national origin, religion, citizenship status, marital status, sexual orientation, gender identity or expression, transgender status, physical or mental disability, protected veteran status, genetic information, pregnancy, parental status, political affiliation or any other categories protected by applicable federal, state or local laws.

REASONABLE ACCOMMODATIONS ARE AVAILABLE UPON REQUEST

THE VIRGINIA STATE POLICE IS BEST IN CLASS!

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