secretary Fairfax, VA
Job description
Title: Executive Secretary
Hiring Range: Negotiable and Commensurate with Experience
Pay Band: 3
Agency: Department of State Police
Location: Fairfax, Virginia
Agency Website: vsp.virginia.gov
Recruitment Type: General Public - G
Job Duties
Established in 1932, the Virginia State Police has grown to be the largest police department in the Commonwealth of Virginia. As the mission of the Department has continued to expand, our workforce continues to grow. We embrace our tradition of professionalism and excellence, and we are excited for our future as we continue our journey to become best in class. We are firmly committed to our family-like culture and are seeking to expand our diverse team. We provide an outstanding benefits package, including excellent health insurance, membership in the Virginia Retirement System, deferred compensation, paid leave starting on day one, and other benefits available to Commonwealth of Virginia Employees. Contact Human Resources for additional details.
- Delegates work, monitors progress, and accuracy of work.
- Demonstrated skill to analyze and solve problems; and ensure deadlines are met.
- Provides training for new employees.
- Assigns duties to the wage and volunteer positions.
- Serves as liaison between five area offices, Division Headquarters, and Administrative HQ.
- Ensures accuracy of reports.
- Independently composes and types accurate reports.
- Takes dictation and transcribes.
- Establishes pending system.
- Maintains confidentiality of sensitive material.
- Enters commendations into the COMDAT system.
- Enters personnel information into a computer application.
- Verifies bank deposits from the sale of fingerprints.
- Ensures all material is filed and purged in compliance with the retention schedule.
- Safeguards the confidentiality of all files.
- Maintains list for schools, special assignments, personnel assigned to specialty programs, and manpower/vacancy list for the division.
- Ensures all emergency operation plans and manuals are kept up to date.
- Notarizes official documents.
- Retrieves statistical reports from various computer programs.
- Ensures office equipment is maintained in good working order.
- Coordinates daily work and office activities.
- Answers Division Commander’s telephone.
- Schedules Division Commander’s meetings and appointments.
- Develops priorities to ensure Area and Division meets all deadlines.
- Opens and distributes confidential material; and prepares outgoing mail.
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 key administrative transactions; to maintain filing systems; to exercise independence and discretion; to perform a wide variety of administrative assignments in regulating and controlling office activities; to assign and/or monitor tasks performed by full time clerical and wage employees and volunteers; to relate programs, policies and procedures to administrative processes; to work independently and as a member of a team; to lift up to 50 pounds unassisted; 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.
- Must be qualified to serve as a Notary Public.
- An equivalent combination of training and experience indicating possession of the preceding knowledge, skills, and abilities may substitute for this education and experience.
Preferred Qualifications:
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 June 23, 2023. 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 [email protected].
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
(V)alor (S)ervice (P)ride
About Commonwealth of Virginia
CEO: Terry R. McAuliffe
Revenue: $25 to $100 million (USD)
Size: 10000+ Employees
Type: Government
Website: www.virginia.gov
Year Founded: 1788
