Executive Secretary Sr.

Title: Executive Secretary Sr.State Role Title: Administrative and Office Specialist IIIHiring Range: $21-$24Pay Band: 3Agency: Virginia Department of HealthLocation: VDH-Central OfficeAgency Website: https://www.vdh.virginia.gov/Recruitment Type: General Public - GJob DutiesThe Executive Secretary independently performs a variety of administrative activities in support of an administrative, technical, or professional staff member with district or office-wide responsibilities that affect field or other work units.

The work regularly requires discretion, interpretation of policies, procedures or processes and frequent interaction with officials.

May provide guidance to other staff as an information resource.

Conducts research or assembles information and develops summaries in support of another administrative, technical, or professional staff member.

May type, file, schedule appointments, make reservations, sort mail, and perform reception duties.Minimum Qualifications Proficiency in MS applications; Word, Excel and Access

 Ability to transcribe information.

 Ability to remain professional under all circumstances.

 Advanced professional administration training and practical experience as an Administrative Assistant.

 Possess robust organizational and record keeping abilities.

 Strong ability to communicate effectively, both orally and in writing.

 Knowledge of State and City policies and proceduresAdditional Considerations Knowledge of patient confidentiality (HIPAA)Special InstructionsYou 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.

Wage employees are subject to the following conditions of employment:

• Wage employees serve at the will and pleasure of the appointing authority.
• Continuing employment is based on available funding and business need.
• Wage employees are not covered by the provisions of the Virginia Personnel Act. Therefore, they are not eligible for benefits which are provided to salaried employees, such as leave credits, holiday pay, insurance, access to the grievance procedure, etc.

• Wage employees are paid only for the hours they actually work.
• Virginia state law currently requires that agencies not permit wage employees to work in excess of 29 hours per week on average over the course of a year.
• Wage employees may not work for VDH beyond 1,500 hours during the period of May 1 - April 30 of the following year (the Standard Measurement Period).
• Once a wage employee works the maximum of 1,500 hours during the Standard Measurement Period, the employee may be rehired as a wage employee of VDH only after the next Standard Measurement Period has begun.
• Wage employees are eligible to apply for all classified positions for which recruitment has been initiated, including those limited to State Employees Only.
• If a wage employee becomes employed in a classified position, he/she will be eligible to purchase retirement credit for the time worked as a wage employee.
• Continuing employment is based on available funding and business need.

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 InformationName: Rose Sandra BosePhone: 804-998-7871Email: rose.bose@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.