Executive Secretary Senior

Title: Executive Secretary Senior

State Role Title: Administrative and Office Specialist III

Hiring Range: $50,000-$54,000

Pay Band: 3

Agency: Virginia Department of Health

Location: PORTSMOUTH -TW

Agency Website: https://www.vdh.virginia.gov/portsmouth/

Recruitment Type: General Public - G

Job Duties

The Portsmouth Department of Health is seeking an Executive Secretary to join the team. If you are passionate about serving with purpose apply today!

The incumbent of this position would independently perform a variety of administrative activities in support of the local Health District Director. The duties are administrative in nature and at times technical. The incumbent of this position would possess the ability to be professional in nature with staff members within the district, throughout the agency, and at times outside customers or city officials. Work regularly requires discretion, interpretation of policies, procedures or processes and frequent interaction with high level officials. At times this position may provide guidance to other staff as an information resource. Additional responsibilities may include conducting research or assembling information, developing summaries in support of another administrative, technical or professional staff member as required. The incumbent must possess the ability to type, file, schedule appointments, make reservations, sort mail and perform reception duties.

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.

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.

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.

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.

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: Tanya Weaver

Phone: 7573938585

Email: Tanya.Weaver@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.