Category
Career Services
Department
Government
Job Title
Executive Secretary - VA Dept. of Rehabilitative Services - Roanoke, VA
Description
Virginia Department of Rehabilitative Services
Administrative & Office Specialist III/
Executive Secretary
Roanoke
Position #D0824
Pay Band 3 - Salary Range: $23,999 - $49,255
Closing Date – November 13, 2009
The Disability Determination Services Division is searching for a qualified Administrative & Office Specialist III /Executive Secretary for the Roanoke Office.
Responsibilities: This position provides administrative and secretarial assistance to the Regional Director and other supervisory personnel in the Roanoke DDS Field Office and serves as the regional leave coordinator. Performs duties of regional leave coordinator to include processing leave forms for regional office staff, keying data into the Commonwealth Integrated Personnel & Payroll System (CIPPS), performing maintenance actions; coordinating semi-annual leave reconciliation, and keeping abreast of the state leave policies. Prepares all personnel memoranda, HR Action Worksheets (HRAW) for new employees, resignations, LWOP, separations, etc. for processing by HRS, and Agency Hiring Requests Forms to request permission to fill vacant positions, establish positions and extend wage and contract positions. Maintains all personnel files. Maintains confidentiality of sensitive materials. Maintains records of training attended by all staff and reported on the Training Data Reporting Spreadsheet, requests new employee packets and separation packets and processes the information; schedules interviews for job applicants; organizes and copies materials for the interview panel and assembles panel packets; processes all paperwork after the interviews to be sent to Administrative Office and HRS, creates personnel and leave files for new employees; monitors and ensures critical actions are taken on short and long term disability and Workers’ Compensation claims. Schedules appointments for Regional Director. Makes travel arrangements for RD as well as other staff who travel. Sets up travel arrangements for training sessions, meetings, and conferences and schedules office conference room. Maintains records and follow-up system for all such activities as well as due dates and actions to be taken. Greets and assists office visitors. Independently prepares RD’s correspondence; types materials including memoranda, reports, personnel information, etc. Takes minutes during meetings and transcribes. Answers administrative phone calls providing needed information or refers to other staff to provide assistance. Prepares appropriate forms for payment for P-14 employees and state agency physicians on a semi-monthly basis and submits to DRS payroll.
Requirements: Working knowledge of general office practices, procedures and office equipment. Demonstrated ability to interpret and appropriately apply position related policies and procedures. Demonstrated ability to learn new practices, procedures, and equipment operations. Demonstrated ability to organize large volumes of paperwork and make independent work processing decisions. Ability to develop correspondence and memoranda for executive management; and good knowledge of the English language. Demonstrated ability to effectively utilize position related computer applications, data base management software, and other software applications. High school graduate or equivalent with applicable experience or training. Demonstrated ability to manage an executive office and experience with disability service agencies preferred. Demonstrated ability to communicate diplomatically with a diversified group of people. Salary is negotiable above the minimum of the pay band based on qualifications. This is a sensitive position and the successful applicant will be fingerprinted and must pass a criminal background check.
Contact Information: Please visit our Career Center at www.vadrs.org for position information or how to apply for a position. To apply online, please visit http://jobs.agencies.virginia.gov. Applications must be submitted through the RMS online system unless the applicant has called in advance to request a reasonable accommodation. To request an accommodation or additional information call
804-726-1919. Minorities and people with disabilities are encouraged to apply. EEO/AA/TTY - Reasonable accommodations upon request.
Date Posted
October 30, 2009
Expires
November 13, 2009
Contact
VA Dept. of Rehabilitative Services
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