Executive Secretary (D2616)
Virginia State Government
WINCHESTER VA 22604
### Position Information
## Job Description
The 26th Court Service Unit is seeking a professional Executive Secretary to provide front-line clerical and administrative support to the Unit's Director, Supervisors, and Probation Officers. This position will be responsible for routine administrative duties that support the daily operation of the unit and assist the Court Service Unit Director by performing support services in the areas of budgeting, procurement, personnel and records management. Duties include facilitating procurement of supplies, services and equipment for the Unit; completing financial transactions; preparing and submitting invoices and vouchers; as well as inventory of property and equipment. The position will also assist the Court Service Unit Director with budgetary information and special projects, which includes maintaining seven (7) local jurisdiction budgets and grant funding, as needed. In addition, the position will be responsible for preparing and maintaining personnel records and reports, interview packets, separation reports and new hire documents; preparing forms to request hiring approval of vacant positions, coordinating advertisements of positions, maintaining recruitment files and assisting with the preparation of pay action requests. The position will also be responsible for performing receptionist duties and schedule appointments as needed, assists in training new Office Service Assistant staff and preparing new probation case file in addition to assisting with Court Service Unit Diversion Programs.
A valid driver's license is required by the time of employment.
## Minimum Qualifications
Considerable experience with general office procedures, office equipment and Microsoft software applications including Word, Access, and Excel. Experience utilizing budgetary and procurement policies and practices. Experience preparing and maintaining personnel records. Experience operating a multi-line telephone system in a business environment. Ability to organize, prioritize work tasks, troubleshoot problems and work well in a fast-paced environment. Strong communication and interpersonal abilities to effectively communicate with diverse socioeconomic backgrounds, populations and staff. Ability to work independently and to interpret and follow instructions. The demonstrated ability to oversee the development, evaluation, and administration of a variety of diverse programs within the Unit and with other agencies.
## Preferred Qualifications
A related degree, experience in a juvenile court setting and/or familiarity with the Court System, budgeting experience in the public sector are preferred. Knowledge of state procurement processes and eVA systems.
## 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.
**DRIVER'S LICENSE**: Selected candidate must possess a valid driver's license prior to the first day of employment.
**SUPPLEMENTAL QUESTIONS**: You may be required to respond to position specific questions at the end of this application.
Applications for employment must be submitted online. Please check your RMS Account for update statuses. Status updates will not be provided over the phone.
## Special Instructions to Applicants
**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.
**LAY OFF POLICY**: 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 must be faxed to (540) 667-4818.
You must include your name and the position number on the fax cover sheet
**TRANSCRIPTS**: Please do not attach transcripts to this application. If a transcript is needed, you will be instructed to bring it to the interview.
### Contact Information
26th District Court Service Unit
26th District Court Service Unit
26 Rouss Avenue
Winchester, Virginia 22601
*Working Title:* Executive Secretary (D2616)
*Role Title:* Admin and Office Spec III - 19013
*Job Open Date:* 02/12/2018
*Job Close Date:* 02/16/2018
*Is this position funded in whole or in part by the American Recovery & Reinvestment Act (Stimulus Package)?:* No
*Hiring Range:* $25,718 - $50,844
*Agency:* Dept of Juvenile Justice (777)
*Agency Website:* www.djj.virginia.gov
*Location:* Winchester - 840
*Position Number:* D2616
*Job Posting Number:* 1034387
*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:* 04