Executive Secretary (VDH02592)

Virginia.gov; Roanoke (AL); On-site; USD 54,000 - 58,000; Full time

Benefits offered by this job

Paid holidays

Health insurance

Retirement plans

Leave benefits

Job summary

Virginia Department of Health in Roanoke, VA is seeking an Executive Secretary to support Environmental Health operations at the Roanoke City/Alleghany Health District. The role focuses on administrative, program and customer service duties, with emphasis on confidential communications, meeting logistics and timekeeping.

Minimum qualifications include proficiency in MS Word/Excel/Access, strong communication and data-entry skills, and the ability to manage multiple projects in a public health

Qualifications

• Comprehensive working knowledge of office practices and procedures.
• Proficiency in MS Word, Excel and Access.
• Ability to manage multiple projects and coordinate meetings.
• Strong written and verbal communication skills.
• Accurate data entry and data analysis.
• Ability to understand and apply state and county policies.

Responsibilities

• Oversee administrative functions and ensure confidential communications.
• Schedule meetings, take minutes, and organize calendars.
• Provide IT assistance and maintain organized filing systems.
• Deliver customer service to clients in line with guidelines.
• Support leave reporting and timekeeping for staff.

Skills

Office administration

MS Word

MS Excel

MS Access

Project coordination

Written communication

Data entry

Policy interpretation

Tools

Microsoft Office Suite

Job description

Title: Executive Secretary (VDH02592)

State Role Title: Admin and Office Spec III

Hiring Range: $53,760 to $58,190

Pay Band: 3

Agency: Virginia Department of Health

Location: ROANOKE HQ

Agency Website: www.vdh.virginia.gov

Recruitment Type: General Public - G

Job Duties

Consider joining the Virginia Department of Health as we foster healthy and resilient communities. This is your opportunity to serve the public in the Environmental Health Program at the Roanoke City/Alleghany Health District.

Position Description:

Position Duties

Administrative Support

• Provides direction, oversight and organization of administrative functions.
• Confirms smooth, timely and confidential flow of all communications and documents.
• Schedules meetings and events- provide logistical support, record meeting minutes and keep schedule organized.
• Ensures timely and confidential flow of all communication to include, but not limited to: letters, business documents, correspondence and forms.
• Provide telephone, email and guest support.
• May train other support staff. Creates and maintain a performance-based culture that supports policies and procedures.

Program Support

• Provides district or office support which may include, maintaining leave reporting forms, calendars, and the primary timekeeper for all employees.
• May serve an active member of office or district’s emergency operations center.
• Provides assistance with IT issues to support the district or office.
• Develops and maintains organized filing system to support needs.
• Cultivates and manages a process to monitor the work unit’s compliance with all assigned deadlines and projects.

Customer Service

• Demonstrates appropriate levels of customer service to all clients.
• Assures customer needs are addressed in a timely manner in accordance with state and district guidelines.
• Respects and promotes the expression of diverse perspectives.

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor. May be required by VDH to adjust work hours, location, and job duties and participate in training to meet public health business needs, including emergencies. If this position is designated as a mobile worker, this includes both working in the field and teleworking at an alternate location when not in the field or during an emergency closing. You may be required to periodically come into your assigned office to attend meetings or training.

The Virginia Department of Health (VDH) is dedicated to protecting and promoting the health of Virginians. The VDH is made up of a statewide Central Office in Richmond and 35 local health districts.

Who We Are: The Roanoke City and Alleghany Health Districts (RCAHD) are two health districts in the Commonwealth of Virginia under the Virginia Department of Health and employ approximately 140 staff. RCAHD encompasses the cities of Covington, Roanoke, and Salem and the counties of Alleghany, Botetourt, Craig, and Roanoke.

What We Do: RCAHD, which provides services from nine office locations, serves a combined population of over 278,400 people throughout both rural and urban environments and works to promote and encourage healthy behavior, protect the public against environmental hazards, prevent epidemics and the spread of disease, respond to disasters, assist communities in recovery and assure the quality and accessibility of health services for all members of the communities.

The Virginia Department of Health offers 13 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.

VDH requires all Health-Care Personnel (HCP) to provide documentation of immunization or evidence of immunity to the following: hepatitis B, measles, mumps, rubella, and varicella; a one-time dose of tetanus, diphtheria, and pertussis (Tdap) vaccine regardless of the interval since the last dose of tetanus-diphtheria (Td) vaccine was administered (Td or Tdap boosters shall be received every 10 years); and the current year's seasonal influenza vaccination.

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.

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!

Minimum Qualifications

• Comprehensive working knowledge of office practices and procedures
• Proficiency in MS applications; Word, Excel and Access
• Ability to manage multiple projects, coordinate meetings, problem solve and prioritize
• Strong ability to communicate effectively, both orally and in writing.
• Experienced in accurate data entry and in analyzing data
• Ability to understand, interpret and apply state and county policies

Additional Considerations

• Knowledge of patient confidentiality (HIPAA)

Contact Information

Name: Darlene Smith

Phone: [phone]

Email: [e-mail]