Executive Secretary (VDH02592)

DHRM; Roanoke (VA); On-site; USD 54,000 - 58,000; Full time

Job summary

The Virginia Department of Health is seeking an Executive Secretary in Roanoke to provide high-level administrative support in the Environmental Health Program at the Roanoke City/Alleghany Health District.

Position duties include completing a wide range of secretarial tasks, coordinating meetings, maintaining filing systems, and ensuring confidential communications. This role supports district operations and emergency readiness while upholding confidentiality and policy interpretation.

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.

Responsibilities

• 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 letters, documents and forms.
• Provide telephone, email and guest support.
• May train other support staff and foster performance-based culture.

Skills

MS Office proficiency

Office communication

Time management

Data entry

Policy interpretation

Multitasking

Tools

MS Word

MS Excel

MS Access

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:

Independently performs a variety of secretarial support tasks such as 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. May conduct research and assemble information on behalf of another administrative, technical or professional staff member.

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 as 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.

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]

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.

Advertised: 18 Sep 2026
Applications close: 02 Oct 2026