Sr. Executive Secretary; VDH

Job Summary

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 (RCAHD).

This position is mission critical because it provides essential support for the leadership team for the RCAHD. It is responsible for coordinating daily communications with the local health department, Central Office, and external stakeholders 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.

• 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.

• 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.

• 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 program related materials and updates database.

• 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.

• 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.

• Knowledge of patient confidentiality (HIPAA).
• Advanced professional administration training and practical experience as an Administrative Assistant.
• Knowledge of public health programs and policies.

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.

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 by calling DARS at . 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…