Executive Secretary (VDH02592)

DHRM•Roanoke, VA

4d•Hybrid

About The Position

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.

Requirements

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

Nice To Haves

Knowledge of patient confidentiality (HIPAA)

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, 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.
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.
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.