Executive Secretary

DHRM • Richmond, VA

5d • Onsite

About The Position

The Virginia State Police is hiring an Executive Secretary in its Special Compliance Enforcement Division in Richmond, Virginia. The position independently coordinates, prioritizes, and manages the Division’s administrative workflow to support efficient daily operations. It provides executive-level administrative and confidential secretarial support to the Division Commander, including coordinating assignments, deadlines, responses, meetings, and other administrative functions, and advising on implementation of the Commander’s directives. The role also supports the Motor Vehicle Inspection Program (MVIP) and the Firearms and Sex Offender Investigative Unit (FSOIU) through coordination of administrative activities, communications, records management, and operational support.

Requirements

• Knowledge of general office administration principles and procedures.
• Knowledge of electronic filing systems and records management practices.
• Knowledge of proper grammar, spelling, punctuation, and business correspondence.
• Knowledge of automated office equipment operation.
• Skill in data entry and keyboarding.
• Skill in Microsoft Office applications, including Outlook, Teams, Word, Excel, PowerPoint, and MS Forms.
• Skill in Adobe Acrobat.
• Skill in procurement systems and inventory management systems.
• Skill in preparing statistical reports.
• Ability to coordinate and prioritize office workflow, schedules, assignments, meetings, deadlines, and responses.
• Ability to manage electronic filing and records systems.
• Ability to prepare routine and confidential correspondence, reports, memoranda, and mandated statistical reports.
• Ability to communicate effectively orally and in writing.
• Ability to establish priorities, exercise sound judgment, and make independent decisions.
• Ability to interpret and follow written policies, procedures, and guidelines.
• Ability to maintain confidentiality.
• Ability to establish effective working relationships with Department personnel, executives, and the public.
• Ability to work independently and collaboratively as a team member.
• Considerable administrative, executive secretarial, or office management experience supporting executive-level management or multiple professionals in a fast-paced environment.
• Strong organizational, communication, and customer service skills; sound judgment; confidentiality; ability to prioritize multiple assignments; and ability to work independently with minimal supervision.
• Must be qualified to serve as a Notary Public.
• Graduation from high school or equivalent.

Responsibilities

• Independently coordinate, prioritize, and manage the Division’s administrative workflow to ensure efficient daily operations.
• Provide executive-level administrative support to the Division Commander by coordinating assignments, deadlines, responses, meetings, and other administrative functions.
• Provide advice and assistance regarding implementation of the Division Commander’s directives.
• Serve as the confidential secretary to the Division Commander.
• Provide administrative support for the Motor Vehicle Inspection Program (MVIP) and Firearms and Sex Offender Investigative Unit (FSOIU), including coordination of administrative activities, communications, records management, and operational support.
• Coordinate office workflow, scheduling, assignments, meetings, deadlines, and responses.
• Manage the Division’s electronic filing and records systems and serve as the Division Record Clerk.
• Provide administrative assistance and support to Division and Area staff.
• Prepare routine and confidential correspondence, reports, memoranda, and mandated statistical reports.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED