Title: Unit Secretary

State Role Title: Admin and Office Spec III

Hiring Range: Commensurate with experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Piedmont Geriatric Hospital

Agency Website: https://www.pgh.dbhds.virginia.gov/

Recruitment Type: General Public - G

Job Duties

The Unit Secretary provides essential clerical and administrative support to the nursing unit and treatment team to ensure smooth and efficient operations. Responsibilities include maintaining patient records, treatment team schedules, and reports; processing medical orders and patient discharges; and managing patient fund accounts in coordination with Fiscal Services. The position also supports unit administration by handling correspondence, maintaining files and supply inventories, coordinating staff certifications, and serving as a communication hub for staff, patients, and visitors. Additionally, the Unit Secretary assists with unit program activities, ensures compliance with training requirements, and provides basic computer and technical support to unit staff.

Minimum Qualifications

Working knowledge of office practices and procedures, including the maintenance of patient medical records.
Working knowledge of basic bookkeeping and fiscal principles related to maintaining patient fund accounts or checkbook-type records.
Proficiency in standard English grammar, punctuation, and spelling.
Skill in typing and the use of current office equipment and computer systems, including Microsoft Office applications such as Word, Excel, Access, and PowerPoint.
Demonstrated ability to interpret and follow oral and written instructions, rules, and regulations.
Strong organizational skills with the ability to manage multiple priorities accurately and efficiently.
Effective communication and interpersonal skills for maintaining harmonious working relationships with staff, patients, and visitors.
Ability to maintain confidentiality and handle sensitive information with discretion.
Physical ability to perform job duties including walking, standing, sitting, bending, lifting, and using a computer for extended periods.
Comfortable with considerable patient contact in a healthcare environment.

Additional Considerations

Experience providing administrative or clerical support in a healthcare, behavioral health, or long-term care setting.
Knowledge of medical terminology and familiarity with patient record systems or electronic health records (EHR).
Experience maintaining patient trust fund or similar fiscal accounts.

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.

Application Requirements: Applications and résumés for this position are accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you detail all relevant work experience clearly and specifically; we will not make assumptions about your qualifications. 

You will receive confirmation of receipt once your application and/or résumé has been successfully submitted. To check the status of your application, refer to “Your Application” in your account. 

Background Investigation: All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position. 

Under Virginia Code § 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services is prohibited from employing or using as volunteers, persons who have been convicted of specific (“barrier”) crimes or persons who may be the subject of pending (“barrier”) charges as listed under Virginia Code § 19.2-392.02.

Reasonable Accommodations: Reasonable accommodations are available to individuals with disabilities during the application and/or interview process in accordance with the Americans with Disabilities Act. If you require assistance or accommodation, please notify Human Resources at 804-766-3322 during business hours (8:00 a.m. to 4:30 p.m.). 

Equal Opportunity: Piedmont Geriatric Hospital (PGH) is committed to conducting all aspects of human resource management 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.* There shall be no retaliation against anyone making allegations of violations of this policy. 

Veteran Preference: Piedmont Geriatric Hospital (PGH) is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We highly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply and respond accordingly on the state application. 

Benefits: Piedmont Geriatric Hospital (PGH) offers a comprehensive benefits package, including your choice of health plans, paid life insurance, retirement plans, 13 paid holidays, annual leave, family personal leave, sick leave, employee discount programs, and more! 

Contact Information

Name: PGH Human Resources

Phone: 804-766-3322

Email: pgh.hr@dbhds.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.