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The Virginia Department of Emergency Management (VDEM) is seeking qualified candidates for our Executive Secretary vacancy to provide administrative support to Division Directors; primarily the Planning Division and Response Division.
The Executive Secretary is to provide overall administrative support; typing correspondence and reports; maintaining chronological, suspense, and general files; procurement through eVA and purchase orders (including obtaining quotes/bids); and performing receptionist duties as needed. The Executive Secretary is expected to delivery excellent customer service in greeting visitors; promptly answering telephone and email inquires when assigned and in providing administrative support to staff. Ensures state records retention standards are adhered to. May collect, compile and organize data into reports. Make coordinate calendars, schedule meetings, travel arrangements or coordinate reimbursements.
Our mission is to sustain a Commonwealth that is safe, secure and resilient. We are committed to establishing, monitoring, and maintaining a work environment where all employees are valued, treated fairly, and given opportunities to develop and grow to their full potential. We will promote excellence by recruiting, retaining, and accommodating a diverse group of staff in an environment that is respectful and supportive of employee successes.
All VDEM employees are designated as essential personnel and may be required to work during emergency situations, such as inclement weather and natural or man-made disasters/events. This may require irregular work hours, work at locations other than the official duty station, and may include duties other than those specified in the Employee Work Profile. Employees may receive compensation for additional work during emergency activations.
Experience using technology to perform daily tasks including use of software such as Microsoft Office Suite and Google Suite.
Experience collecting, developing and organizing data and materials into reports.
Ability to complete multiple, complex administrative assignments with minimal supervision.
Knowledge of the principles required to maintain a filing system.
Knowledge of bookkeeping and accounting principles.
Demonstrated ability to perform a wide variety of administrative assignments in regulating and controlling office activities and document flow.
Ability to communicate effectively with staff, agency, executives and the public both orally and in writing.
High School graduate or equivalency. An equivalent combination of training and experience may substitute for a degree.
Experience related to state policies and procedures as related to emergency management.
Employment is contingent upon satisfactory results of a fingerprint-based criminal history background check, employment reference check, and E-Verify. The selected candidate must complete a State of Personal Economic Interests as a condition of employment, if applicable (Va. Code 2.2-3114). Other financial, credit, driving, or degree verification checks prior to employment may be required for certain positions.
This position is restricted due to funding sources.
Special Instructions to Applicants
Applications will only be accepted on-line through the State Job website. Applications must include all work history and references. The decision to interview an applicant is solely based on the information provided in the application materials. Therefore, it is essential to provide enough information to make this assessment.
Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act.
Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply.
The Virginia Department of Emergency Management is an Equal Opportunity Employer.
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