Executive Secretary

Title: Executive Secretary DSP02245

State Role Title: Administrative & Office Specialist III

Hiring Range: Salary is Negotiable and Commensurate with Experience.

Pay Band: 3

Agency: Department of State Police

Location: North Chesterfield, Virginia

Agency Website: vsp.virginia.gov

Recruitment Type: General Public - G

Job Duties

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.

In addition to a rewarding work experience, we offer excellent health and life insurance benefits, pre-tax spending accounts, state funded Short- and Long-Term Disability, paid holidays, vacation, tuition assistance, and a state retirement plan with options for tax-deferred retirement savings including employer matching.

VSP supports its personnel through a comprehensive, holistic Wellness Program. From our Therapy Dog, Piper, to full-time peer support, our wellness team teaches and coaches "cognitive fitness" for all employees every step of the way. Our Wellness Program fosters a welcoming, peer-oriented, inclusive environment with the resources to support our employees throughout their entire VSP career. We are committed to providing the best so you can be at your best!

Contact Human Resources for additional information.

• Serves as the focal contact point for the Information Technology (IT) Division Commander's office.

• Types confidential correspondence from the Division Commander, Lieutenants, and IT Director.

• Independently prepares and distributes routine correspondence handled by the Division Command Staff.

• Maintains and monitors pending file for various monthly and yearly reports, correspondence, complaints, and evaluations.

• Maintains the IT conference room calendar and coordinates IT Division staff calendars.

• Provides oversight of training compliance and assists with Cardinal time submissions.

• Maintains IT Division files in accordance with file list.

• Answers IT Division phone and email account and serves as the Division Executive Secretary.

• Provides periodic cross-training to the individual identified as the backup for the Executive Secretary position and/or develops desk procedures to ensure continuity of operations.

• Serves as backup to the Division's Procurement Technician.

Minimum Qualifications

• Considerable knowledge of office management practices and procedures; of proper grammar, punctuation, and spelling; and of basic mathematics.

• Skill in operating computers and using Microsoft Office applications, and other office systems.

• Demonstrated ability to use electronic office equipment such as personal computer, computer software, scanning, and fax machines; to maintain filing systems and leave records; to perform a wide variety of administrative assignments in controlling office activities, and ensuring seamless document flow; to relate programs, policies and procedures to administrative processes; to work independently and as a member of a team; and to communicate effectively orally and in writing in English with staff, Department executives and the public.

• Graduation from high school or equivalent.

• Considerable administrative experience performing a variety of clerical and administrative duties required.

Additional Considerations

N/A

Special Instructions

A BACKGROUND INVESTIGATION SHALL BE REQUIRED OF EACH SELECTED APPLICANT

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 July 11, 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 status of your application for this position. For questions, please contact the Employment Unit of the Human Resources Division at civilianemployment@vsp.virginia.gov.

The Department of State Police is an Equal Opportunity Employer. Our policy is to extend opportunities to qualified applicants and employees on an equal basis regardless of an individual's race, color, gender, age, national origin, religion, citizenship status, marital status, sexual orientation, gender identity or expression, transgender status, physical or mental disability, protected veteran status, genetic information, pregnancy, parental status, political affiliation, or any other categories protected by applicable federal, state, or local laws.

REASONABLE ACCOMMODATIONS ARE AVAILABLE UPON REQUEST

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