Executive Secretary

Title: Executive Secretary

State Role Title: Admin and Office Spec III

Hiring Range: $53,045.00- $56,206.00

Pay Band: 3

Agency: Virginia Department of Health

Location: VIRGINIA BEACH HQ

Agency Website: jobs.virginia.gov

Recruitment Type: General Public - G

Job Duties

Virginia Beach Health District is looking for a collaborative Executive Secretary to provide direct administrative support to the Nursing Division including managing calendars, travel arrangements, and various communications.

As the Executive Secretary, you will serve as a trusted partnerto the Nurse Manager within the Nursing Division providing high-level administrative support, streamlining operations, and ensuring effective coordination across departments. This role requires exceptional organizational skills, sound judgment, and the ability to anticipate needs before they arise.

Benefits: The Virginia Department of Health offers 12 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.

Restricted Position: This is a restricted position, which is solely funded by the Public Health Infrastructure Grant. The availability of funding is scheduled for review before the grant's expiration date and periodically thereafter. Continued employment is contingent on the continued availability of funds.

This Position is Responsible for Administrative Support, Program Support and Customer Service

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.
  

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
  
• Ability to understand, interpret and apply state and county policies
  

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
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