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Executive Secretary
Category: Other
  • Your pay will be discussed at your interview

Job code: lhw-e0-89771049

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  Job posted:   Thu May 17, 2018
  Distance to work:   ? miles
  1 Views, 0 Applications  
Executive Secretary
# Position Information

Job Description
The Department of Juvenile Justice is seeking an Executive Secretary to provide efficient and accurate administrative support to the Health Services Director and Central Office Health Services staff.
This position will maintain and process documents related to treatment services for residents as well as reports and documents prepared for the DJJ Director, legislative workgroups, etc. Independently establishes and implements office procedures for better organization. Maintains electronic/hard copy files in accordance with policy and procedure; track pending items; assist in setting work flow priorities, actively prompt managers regarding deadlines. Responds to telephone inquiries directing calls to the appropriate individual or answering inquiries as appropriate to assigned duties and responsibilities. Arranges meetings upon request including verifying location, notifying attendees, and producing the agenda. Transcribe medical provider dictation. Plans and organizes office meetings and trainings.
Promptly submits invoices with appropriate documentation to comply with the Commonwealth Prompt Pay laws. Periodically reviews, controls, and reports expenditures to remain within budgeted allocations; ensures that all funds (state, federal, grant, etc.) are expended appropriately and within permissible parameters.
Effectively adheres to procurement and contracting procedures to include appropriate use of small purchase credit card and travel expense cards (Amex); completes and submits travel vouchers in a timely manner in accordance with regulations for reimbursement.
## Minimum Qualifications
High School Diploma or equivalent.
Considerable knowledge of office practices, procedures, techniques; excellent transcription and word processing skills; knowledge of data collection and entry. Demonstrated ability to draft and compose correspondence for supervisor's signature. High level of skill with business English usage, spelling, punctuation and grammar. Well organized to maintain confidential manual and automated filing systems and multiple priorities. Ability to coordinate multiple assignments to meet critical deadlines and to communicate with multiple levels of management. Demonstrated ability to communicate tactfully and productively both orally and in writing. Highly proficient in Microsoft Office Suite.
## Preferred Qualifications
Familiarity with psychiatric and mental health terminology is preferred.
## Special Requirements
SPECIAL REQUIREMENTS : BACKGROUND INVESTIGATIONS: All applicants are subject to a background investigation and pre-employment drug screen. The investigation may include: fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (relevant to employment); credit checks; and other checks requested by the hiring authority.
SPECIAL REQUIREMENT: MILITARY SERVICE: If you have military service, you may scan a copy of the DD214 and attach it to the application or you may fax a copy of the DD214 - Member 4 to 804 323-2302. You must include your name and the position number on the fax cover sheet.
SPECIAL REQUIREMENTS: DRIVER'S LICENSE: All applicants must possess a valid driver's license prior to the first day of employment.
SPECIAL REQUIREMENTS: SUPPLEMENTAL QUESTIONS: You may be required to respond to position specific questions at the end of this application.
SPECIAL REQUIREMENTS: PRE-EMPLOYMENT PROCESSES: The successful candidate will be required to have a PPD and workplace physical prior to start date.
## Special Instructions to Applicants
The Department of Juvenile Justice practices fair and equal employment opportunity to all employees and applicants in accordance with applicable laws and regulations developed by the Commonwealth of Virginia and federal agencies. The Department of Juvenile Justice does not discriminate with regard to age, race, color, national origin, gender, religion, sexual orientation, veteran's status, political affiliation, or disability
The Department of Juvenile Justice is an Equal Opportunity Employer. Qualified individuals with disabilities are encouraged to apply. The Department is committed to providing reasonable accommodations for qualified job applicants and employees with disabilities
LAYOFF POLICY - LAY OFF FOR COMMONWEALTH OF VIRGINIA POSITIONS ONLY: If you have been affected by DHRM Policy 1.3 Layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the Card BEFORE the closing date for this position. The Card may be scanned and attached to the application or faxed to (804) 323-2302.
Applications will only be accepted on-line through the Recruitment Management System at and must be received by 11:59 P.M. on closing date. Resumes may be attached but may not substitute for the on-line application.
INCOMPLETE APPLICATIONS: DJJ does not accept "See Resume" as a response to any question. Information on the application is the primary source for screening for the position. Failure to complete any section of the application may disqualify the application for further consideration. Applications must include complete work history, including periods of unemployment if applicable.
# Contact Information
## Name
Human Resources
## Phone
## Address
Department of Juvenile Justice
600 E. Main Street, 20th Floor
Richmond, VA 23219
*Working Title:* Executive Secretary
*Role Title:* Admin and Office Spec III - 19013
*Job Open Date:* 05/09/2018
*Job Close Date:* 05/21/2018
*Open Until Filled:* No
*Is this position funded in whole or in part by the American Recovery & Reinvestment Act (Stimulus Package)?:* No
*Hiring Range:* $27,000 - $54,000
*Agency:* Dept of Juvenile Justice (777)
*Agency Website:*
*Location:* Richmond (City) - 760
*Position Number:* BS116
*Job Posting Number:* 1037706
*Type of Recruitment:* General Public - G
*Does this position have telework options?:* No
*Bilingual/Multilingual Skill Requirement/Preference:* No
*Job Type:* Full-Time (Salaried)
*Job Type Detail:* Full-Time Salaried - Non-Faculty- FTS-1
*Pay Band:* 03

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