Title: Office Services Specialist
State Role Title: Admin and Office Spec II
Hiring Range: $20.00 - $22.00 per hour
Pay Band: 2
Agency: Virginia Department of Health
Location: DANVILLE
Agency Website: https://www.vdh.virginia.gov/drinking-water/
Recruitment Type: General Public - G
Job Duties
The Virginia Department of Health (VDH) Office of Drinking Water (ODW) is dedicated to protecting and promoting the health of Virginians. The VDH-ODW is made up of a statewide Central Office in Richmond and six field offices throughout the state.
This part-time position will work 20 hours per week in serving as the Office Services Specialist for the Danville Field Office. This position is critical for providing customer service, timely correspondence with the regulatory community, and of critical documents. The position will also assist the Field Office in their transition to an electronic file management system. This position will independently perform document creation, document review, document filing, mailing, secretarial duties, answering and directing phone calls and other forms of communication, as well as data entry assignments. In addition, this position may assist in inventory tracking and ordering and other administrative duties. The incumbent should be proficient in electronic document creation and filing. The Danville Field Office serves the counties of Amelia, Cumberland, Franklin, Lunenburg, Nottoway, Brunswick, Halifax, Henry, Appomattox, Campbell, Mecklenburg, Pittsylvania, Bedford, Buckingham, Charlotte, Patrick, Prince Edward and the Cities of Danville, Lynchburg, and Martinsville. Join a team of professionals committed to protecting public health associated with the treatment an delivery of drinking water to the citizens of the Commonwealth!
Wage employees are subject to the following conditions of employment:
• Wage employees serve at the will and pleasure of the appointing authority.
• Continuing employment is based on available funding and business need.
• Wage employees are not covered by the provisions of the Virginia Personnel Act. Therefore, they are not eligible for benefits which are provided to salaried employees, such as leave credits, holiday pay,
insurance, access to the grievance procedure, etc.
• Wage employees are paid only for the hours they work.
• Virginia state law currently requires that agencies not permit wage employees to work more than 29 hours per week on average over the course of a year. Wage employees may not work for VDH
beyond 1,500 hours during the period of May 1 – April 30 of the following year (the Standard
Measurement Period).
• Once a wage employee works the maximum of 1,500 hours during the Standard Measurement
Period, the employee may be rehired as a wage employee of VDH only after the next Standard
Measurement Period has begun.
• Wage employees are eligible to apply for all classified positions for which recruitment has been
initiated, including those limited to State Employees Only.
• If a wage employee becomes employed in a classified position, he/she will be eligible to purchase retirement credit for the time worked as a wage employee.
• Continuing employment is based on available funding and business need.
Minimum Qualifications
-) Previously performed document creation and filing with an emphasis on electronic file creation and filing including Word documents, Excel spreadsheets, and .pdf files.
-) Experience providing customer service.
-) Experience reading and applying policies related to IT.
-) Experience with electronic delivery of communications and traditional mailing including creating envelopes, applying postage, and preparing packages.
-) Experience with developing and tracking inventory of assets in an office setting.
-) Experience assisting with records automation.
Additional Considerations
-) Functioned as a lead worker to direct, advise staff.
-) Previous experience training staff.
-) Experience with ordering supplies.
-) Experience with reimbursement procedures of travel and other administrative duties.
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.
Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service’s Child Abuse and Neglect Central Registry check, U.S. HHSIG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, background checks or completion of Statement of Economic Interests may be required for certain positions.
VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history which indicates your qualifications for this position.
It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: www.vdh.virginia.gov.
If you have been affected by DHRM Policy 1.30 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.
As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply!
Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information will help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.
Contact Information
Name: Isis Romero
Phone: (804) 688-5372
Email: isis.romero@vdh.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 AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.