Executive Secretary

Title: Executive Secretary DSP02013

State Role Title: Admin and Office Spec III

Hiring Range: Negotiable and commensurate with experience.

Pay Band: 3

Agency: Department of State Police

Location: Chesterfield, Virginia

Agency Website: vsp.virginia.gov

Recruitment Type: General Public - G

Job Duties

About the Position:
The Virginia State Police (VSP) is seeking to hire an Executive Secretary in our Aviation Division at the Aviation Headquarters in Chesterfield, Virginia. The successful candidate will coordinate office workflow processes within the Aviation Division and provide advice and assistance on the application of the Division Commander’s instructions; compose and type correspondence and reports on routine and confidential matters; ensure all documents filed in the general correspondence files and personnel records are in compliance with the Virginia Code retention schedule; schedule assignments, deadlines, responses, and meetings; provide administrative assistance and support to the Division; prepare statistical reports and maintain and enter data into automated and physical tracking applications; serve as the Division Leave Coordinator and Cardinal representative; enter requisitions into eVA for the acquisition of aircraft and general parts, supplies, and services; process, track, verify delivery, and request payments from vendors; act as liaison for vendors to resolve any billing issues; and coordinate with Richmond Executive/Chesterfield County Airport management on airport meetings and facility issues.

About the Agency:
We are seeking to expand our diverse team of change makers and innovators. As a member of the VSP family, you would make a difference by serving every city, county, town, resident, and visitor of the Commonwealth through supporting our vast public safety mission. Challenge yourself to make a difference today by applying for a career with VSP!

VSP embraces inclusion and diversity in our workforce and in the protection of all people. We embrace our tradition of professionalism and excellence, and we are excited for our future as we continue our journey to become a best-in-class state government agency. We are firmly committed to our family-like culture and are seeking to expand our team.

Minimum Qualifications

•Considerable knowledge of general office policies and procedures; of standard office filing systems; of proper grammar, spelling and punctuation; and of basic mathematics.
•Skill in operating computers and using Microsoft Office applications; and in operating standard office equipment such as fax and copy machines.
•Demonstrated ability to type from handwritten copy and digital voice recorders; to lead the work of others and coordinate the office workflow; to prioritize work to meet established deadlines; to notarize documents; to compose and type routine and confidential correspondence and reports; to communicate effectively orally and in writing in English; to work with Agency staff, executives, and the general public; and to follow written guidelines.
•Significant secretarial experience.
•High School Diploma or GED equivalent.

Additional Considerations

•Notary Public preferred.

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.

Elements of the selection process include the screening of application(s); the interviewing of qualified candidate(s), to include pre-employment testing, a presentation and/or a work sample, if applicable; salary negotiation(s) if applicable; a background investigation; and a medical evaluation if applicable. The anticipated duration of the pre-employment process is determined by the successful completion of the above items.

Applications, cover letters and/or resumes shall only be accepted on-line through the PageUp recruitment management system at https://jobs.virginia.gov and must be received by 11:55 P. M. on November 22, 2024. Please limit resumes to four pages and cover letters to one page. Any additional attachments received in excess of this will not be considered.

PageUp provides a confirmation of receipt of your application, resume and/or cover letter submitted successfully. Please refer to your PageUp account to check the sta