Job Description

Title: Sr. Executive Secretary (VDH08794)

State Role Title: Admin and Office Spec III

Hiring Range: $42,950.00 to $56,715.00

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 Administration Department at the Roanoke City/Alleghany Health District.

This position is mission critical because it provides essential support for the leadership team for the Roanoke City and Alleghany Health District (RCAHD). This position is responsible for coordinating daily communications with the local health department, Central Office, and external stakeholders i including local government officials; managing complex calendars and meeting agendas/ minutes for the RCAHD leadership team operating under VDH guidelines; responding to constituent inquiries; performing reception duties; and serving as an information resource for staff within the district.

Job Duties:
Administrative Support
• Schedules meetings, presentations and speaking engagements with internal and external officials and organizations.
• Prepares agendas for senior management and leadership team meetings.
• Answers, screens and directs phone calls and messages.
• Provides all administrative support duties for assigned supervisor(s).
• Delivers direction and assistance with coordination of projects to office support staff.

Program Support
• Maintains confidentiality to support the programs policies and procedures.
• Completes reports in accordance with program metrics and established guidelines.
• Transcribes confidential reports and associated documents following policies and procedures. Sends out preliminary and final reports

Records Management
• Manages and maintains all information related to work unit or program schedules, files and requests.
• Maintains all office records and updates appropriate databases.
• Receives and ensures correct placement of all programs related materials and updates database.

Customer Service
• Provides appropriate levels of customer service to clients and customers using courteous, friendly and tactful services.
• Actively listens to others, uses calm, patient, non-condescending tone and is solution oriented.
• Assures customer needs are addressed in a timely manner following all state and district guidelines.

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

• 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.

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.

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!

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: Darlene Smith

Phone: N/A

Email: darlene.smith@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.