Executive Secretary Senior #01045

Title: Executive Secretary Senior #01045

State Role Title: Admin and Office Spec III

Hiring Range: $33,828 - $55,105

Pay Band: 3

Agency: Virginia Department of Agriculture

Location: VDACS CENTRAL HEADQUARTERS

Agency Website: https://www.vdacs.virginia.gov/

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Agriculture and Consumer Services is seeking an Executive Secretary Senior for the Office of Pesticide Services in the Division of Consumer Protection. This position provides direct administrative and secretarial support to the Program Manager and Management Team and serves as the principle administrative staff person for the office. Duties include administration of fiscal and purchasing functions; maintaining all files, records and reference material; reviewing and finalizing a variety of forms, letters, memoranda and reports; working directly with the procurement and finance offices and ensuring purchase orders and invoices are managed and forwarded for payment; preparing and processing all travel authorizations and reimbursements for the Management Team; and ensuring priority items are routed appropriately and in a timely manner. This position involves considerable interaction via telephone and/or email with Virginia’s pesticide industries and the general public to communicate program services and regulatory requirements. Once onboarded, this position may be eligible for telework opportunities; availability, hours, and duration of telework shall be approved as outlined in the Commonwealth’s telework policy.

Minimum Qualifications

Considerable knowledge of office practices, procedures, and office equipment; of a variety of manual and automated filing systems; of standard English grammar, punctuation, and usage; and of effective customer service techniques. Must be proficient in Microsoft Office Software, including experience using complex database systems such as Oracle or another similar application. Demonstrated ability to communicate effectively, both orally and in writing; to interpret and follow oral and written policies and regulations; to maintain harmonious working and public relations; to independently plan, prioritize, organize and execute assigned duties in a fast-paced, high volume office environment; to maintain office documents, records and supplies; and to respond to client needs in a professional manner. Current/recent experience in a similar office management type of environment. H.S Diploma/GED required.

Additional Considerations

A combination of related education, training and experience indicating possession of the preceding knowledge, skills, and abilities to include knowledge of business processes, work experience within a regulatory agency or direct experience with pesticide laws and regulations along with knowledge of state policies and procedures, especially as related to purchasing, travel and personnel matters.

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 Immigration Reform and Control Act requires that before we can legally employ an individual, we must verify both the identity and employment authorization of the individual. VDACS uses Form I-9 to satisfy this requirement. Form I-9, instructions, and the List of Acceptable Documents can be found at https://www.uscis.gov/i-9. VDACS does not offer sponsorship for employment purposes; therefore, the selected candidate will need to be able to provide acceptable documents in accordance with Form I-9 (use link above for more details). Additionally, VDACS participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For additional assistance with this requirement, please contact hr.vdacs@vdacs.virginia.gov.

Final candidate must successfully complete a fingerprint-based criminal background check.

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.

Contact Information

Name: Human Resources

Phone: N/A

Email: hr.vdacs@vdacs.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.