Title: Secretary Senior DSP00875

State Role Title: Admin and Office Spec II

Hiring Range: Salary is Negotiable and Commensurate with Experience.

Pay Band: 2

Agency: Department of State Police

Location:Mineral, Virginia

Agency Website:vsp.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia State Police is seeking a dependable and outgoing team player to serve as a full time Secretary Senior at the Louisa/Goochland Field Office, located in Mineral, Virginia. This position provides administrative support for the Troopers and other members of the Department, along with customer service to our stakeholders as the office's receptionist. As the Secretary Senior, you will work closely with the Area Commander to also help ensure certain clerical tasks are completed, including, but not limited to, data entry, records management, and the preparation of routine reports in accordance with Agency policies and procedures. This position should have some experience with Microsoft Office applications and be able to work independently or as part of a team.

We are seeking to expand our diverse team of change makers and innovators. As a member of the Virginia State Police 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 the Virginia State Police!

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.

In addition, the Virginia State Police supports its personnel through a comprehensive, holistic Wellness Program. From our Therapy Dog, Piper, to full-time peer support, our wellness staff 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 details.

•Manages and coordinates office operations and serves as administrative assistant to the area First Sergeant.
•Provides administrative and clerical support to the First Sergeant, Sergeants, and Troopers.
•Responsible for monitoring, ordering, receiving, and distributing office supplies.
•Maintains office equipment and keeps an up-to-date inventory of office equipment.
•Establishes effective working relationship with supervisors and co-workers.
•Acts as alternate evidence custodian.
•Issues Virginia Uniform Summonses.
•Assists all walk-in customers in a timely, cordial, and professional manner
•Answers telephone and assists customers in a timely, cordial, and professional manner.
•Provides information and assistance to the public, other state agencies, other law enforcement agencies, commonwealth attorney's offices, court personnel, and private entities in compliance with Department policy.
•Relays messages to employees in person, by telephone, and by Computer Aided Dispatch (CAD).
•Accurately prepares and transmits Department correspondence, forms, and reports as required by policy and work deadlines.
•Promptly retrieves all electronic mail, United States mail, and United Parcel Service (UPS) mail, and makes timely dissemination.
•Prepares and types reports, complaints, use of force investigations, and Departmental crash forms, and disseminates according to policy.
•Accepts, logs in, and disseminates subpoenas.
•Photocopies and disseminates correspondence.
•Provides notary public services that are needed on Department forms.
•Serves as file custodian of area office administrative, operations, personnel, equipment, and report files.
•Manages maintenance, security, and purging of area files.
•Files reports, forms, correspondence into area office files.
•Performs data entry and retrieves information from automated systems.
•Directs and assists with data entry into various computer programs such as Microsoft Excel, Oracle, AIMS/Sunflower, Google weekly reports, Civil and Applicant Records Exchange (CARE), and quarterly stats.
•Reviews, types, and enters weekly schedule into CAD and/or Schedule Anywhere.
•Successfully completes all required certifications and re-certifications.
•Attendance and punctuality are performed at expected level.
•Ensures proper safety practices are followed, and unsafe actions are properly addressed and corrected.

Minimum Qualifications

•Working knowledge of general office and clerical practices and procedures; of basic mathematics; of office equipment; and of standard English grammar, spelling, punctuation, and usage.
•Skill in operating a computer, typing/keyboarding, and use of Microsoft Office applications.
•Demonstrated ability to manage and organize general office operations; to analyze and solve problems to expedite workflow and daily office functions; to interpret, apply, retain, and recall policies, procedures, and written instructions; to compose, prepare, and track correspondence, reports and other documents and complete forms; to collect and assemble information; to operate standard automated office
equipment; to communicate effectively in English, orally and in writing with the public and other agencies; to interpret and follow oral and written rules and regulations; and to work independently and as part of a team.
•Graduation from high school or equivalent.
•Prior experience in office operations and customer service.
•Must be qualified to serve as Notary Public.
•Must be eligible to become Virginia Criminal Information Network (VCIN) certified, which requires either United States (U.S.) citizenship or having been a lawful permanent resident of the U.S. and eligible for naturalization.

Additional Considerations

•Significant secretarial experience preferred.

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 May 20, 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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