Title: Administrative Staff Assistant (Executive Assistant)

State Role Title: Admin and Office Spec III

Hiring Range: $47,660 - $59,039

Pay Band: 3

Agency: Virginia Department of Health

Location:Dept of Health

Agency Website:https://www.vdh.virginia.gov/drinking-water/

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Health (VDH), Office of Drinking Water (ODW) is actively recruiting for an executive administrative assistant. This position requires a positive, friendly, helpful, and outgoing personality who values excellent customer experiences. The position will act as a team leader for administrative assistants in six field offices by holding at least monthly team meetings and reporting needs to the Office Director as appropriate. The position will update organizational charts, schedule meetings, take notes for the Waterworks Advisory Committee and ODW leadership meetings, update the townhall website as appropriate, help monitor needs during each General Assembly session, maintain a controlling calendar for ODW, answer phone calls, and act as a primary point of contact for scheduling conference rooms, meetings, travel, hotels, and other needs for the central office operations at ODW.

The position will draft agendas, schedule WebEx or other virtual meetings for division directors, communicate with key stakeholders, ensure proper equipment is in the room to conduct meetings, print certificates, process nominations for recognition, help staff with travel arrangements, and maintain the office calendar to track leave. The position will assist with mail, deposits, and other needs for central office divisions. The position will assist the Office Director during the General Assembly session by keeping track of bills and meetings. The position also supports division directors as needed.

The position helps keep track of supply and inventory needs by helping with supply orders, such as apparel, business cards, cell phones, laptops, tablets, peripherals and other office equipment, paper, pens/pencils, notebooks, etc. The position helps with reimbursement needs to a federal grant as needed, confirming invoices are appropriate for payment, and helping staff complete travel reimbursements and travel arrangements. Duties also include helping with billing, staff rosters, office space assignments, and other general office needs.

This position also helps the recognition committee by printing and processing recognition awards. The position also schedules impromptu celebration meetings to recognize staff.

Independently performs a variety of administrative activities in support of an executive management level professional. Work regularly requires discretion, interpretation of policies, procedures or processes and frequent interaction with federal, state and local officials as well as private citizens. May provide guidance to staff in other offices or districts as an information resource or to assure quality and
continuity of actions and information. Conducts research or assembles information and develops summaries.

Join a team of professionals committed to protecting public health associated with treatment and delivery of drinking water to the citizens of the Commonwealth. The Virginia Department of Health offers 12 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!

Minimum Qualifications

Knowledge of administrative and office principles and practices

Proficient in the use of automated systems, word-processing, importing data
into spreadsheets, creating new spreadsheets, manipulating data in existing
spreadsheets, presentation software, proofreading and editing
correspondence and reports, and creating PowerPoint presentations

Ability to successfully interact and communicate with all levels of agency
staff, government officials and the general public, orally and in writing

Ability to work independently, be self-motivated, maintain confidentiality and
deal with sensitive issues requiring discretion and sound judgment

Additional Considerations

Experience in an administrative/office setting

Understanding of the operations of state government, such as relevant
programs, policies, and organizational structure

Experience with the legislative process and the Virginia General Assembly session.

Experience as a supervisor or team lead.

Experience with business, finance, accounting, or general office customer service support.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

Applicants needing sponsorship need not apply.

VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:59 p.m. on the job closing date. Resume may be submitted in lieu of fully completed application. Please be sure all pertinent work experience is included on your resume.

It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions.

As a V3 (Virginia Values Veterans) organization, VDH honors the Commonwealth's veteran's hiring preference. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: www.vdh.virginia.gov.

State agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

Contact Information

Name: Phi Do

Phone: N/A

Email: Phi.Do@vdh.virginia.gov

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 at AHP Letter or by calling DARS at 800-552-5019.

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 documentation for the Alternative Hiring Process.