Title: Executive Secretary Senior

Hiring Range: Commensurate up to $58,000

Pay Band: 3

Agency: Department of Juvenile Justice

Location: Central Admission&Placement

Agency Website: https://www.djj.virginia.gov/pages/admin/human-resources.htm

Recruitment Type: General Public - G

Job Duties

The Department of Juvenile Justice is committed to excellence in public safety by providing effective intervention that improve the lives of youth, strengthening both families and communities within the Commonwealth. As an Executive Secretary Senior you will provide efficient and accurate administrative support to the Health Services Director and Central Office Health Services staff. Responsibilities of an Executive Secretary include but are not limited to: periodically reviews, controls and reports expenditures to remain within budgeting allocations, independently establishes and implements office procedures for better organization, maintains and processes documents related to treatment services for residents as well as reports and documents prepared for the DJJ Director, legislative workgroups, etc. and maintains electronic/hard copy files in accordance with policy and procedures.

Minimum Qualifications

Considerable knowledge of office practices, procedures, techniques. Highly proficient in use of software for word processing, spreadsheets, databases, online meetings, and presentations. Ability to draft and compose correspondence for supervisor’s signature. High level of skill with business English usage, spelling, punctuation and grammar. Demonstrated experience supporting multiple managerial level staff. Experience with purchasing and requisition process. Able to maintain calendars and track workflows. Well organized and able to maintain confidential manual and automated filing systems as well as multiple priorities. Ability to coordinate multiple assignments to meet critical deadlines and to communicate with multiple levels of management and other departments. Demonstrated ability to communicate tactfully and productively both orally and in writing. Knowledge of data collection and entry.

Preferred Qualifications:

Familiarity with psychological and medical terminology is preferred. Transcription skills preferred. Experience with Commonwealth of Virginia purchase process preferred. High school or equivalent Business/Technical school. Continuing education and skill building. Progressively responsible experience providing clerical and administrative support. Knowledge of mental health terminology.

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.

Applications and/or resumes should include relevant work history which indicates your qualifications for this position

Background Investigations: Selected applicants for this position 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.

Pre-employment medical screenings may be required for some DJJ positions.

A valid driver’s license is required by the date of employment.

Lay off Policy 1.3: 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 submitted with the state application as an attachment.

DJJ Welcomes Veterans: DJJ is committed to hiring and retaining veterans. If applicable, please submit form DD-214 with your state application. Please include your name and the position number in which you are applying along with the DD-214.

Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information may help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

Status Updates/Confirmation: Once you submit your online application, you will instantly receive an application confirmation number. You may use this number to track the status of your application during the recruitment process. Please refer to your account for the status of your application. Updates will not be provided via telephone.

Reasonable accommodations: are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact our Human Resources Department for further assistance.

Background Investigations: Selected applicants for this position 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.

Equal Opportunity Employer: The Department of Juvenile Justice practices fair and equal employment opportunities to all employees and applicants in accordance with applicable laws and regulations. It is our policy to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce. Qualified individuals with disabilities are encouraged to apply.

Contact Information:

Name: Courtney Jones

Phone: (804) 371-0700

Email: Courtney.jones@djj.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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.