Executive Secretary

Title: Executive Secretary

State Role Title: Administrative and Office Specialist III

Hiring Range: $47,042- $51,956

Pay Band: 3

Agency: Virginia Department of Health

Location: Dept of Health

Agency Website: jobs.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Executive Assistant independently performs a variety of secretarial support tasks, to include 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, and the position may conduct research and assemble information on behalf of another administrative, technical or professional staff member.

Minimum Qualifications

• Previous experience providing administrative and or executive support
• The ability to work independently
• Strong written and verbal communication skills
• Excellent time management skills are a must
• Ability to manage and organize multiple priorities, and prioritizing tasks/deliverables
• Strong attention to detail with the ability to organize effectively
• Proficient in Microsoft Office Suite, emphasis on Word, Outlook and Excel

Additional Considerations

• Extensive experience supporting executives
• General knowledge of state agency travel and procurement 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.

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.

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. HHS IG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, or other background checks prior to employment may be required for certain positions. Completion of Statement of Economic Interests will be required upon employment.

VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:59 p.m. on the job closing date. Resume may be submitted in lieu of fully completed application. Please be sure all pertinent work experience is included on your resume.
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. As a V3 (Virginia Values Veterans) organization, VDH honors the Commonwealth’s veteran’s hiring preference. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: www.vdh.virginia.gov.
State agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

Contact Information

Name: April B. James

Phone: 804-864-7100

Email: april.james@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.