Title: Office Services Specialist (08154)
State Role Title: Admin and Office Spec II
Hiring Range: $38,178 - $43,749
Pay Band: 2
Agency: Virginia Department of Health
Location: BLUE RIDGE-GREENE
Agency Website: www.vdh.virginia.gov/blue-ridge
Recruitment Type: General Public - G
Job Duties
The Blue Ridge Health District is currently seeking an Office Services Specialist (OSS) to join our team dedicated to protecting and promoting public health! The Blue Ridge Health District is comprised of the City of Charlottesville, the counties of Albemarle, Fluvanna, Greene, Louisa, and Nelson. This position will be based in the Greene County Health Department. May require routine travel to other locations within the district.
The position supports Health Services (HS) by performing administrative tasks for Immunization, Family Planning, STI, TB, Nursing Home Screenings, and WIC. Greet visitors, answer telephone calls, convey messages and provide general info to callers. Pull, file and purge records in accordance with State retention schedules, perform typing, data entry, faxing for Nursing staff, EHS and Program Consultants as requested. Obtain diet information from WIC clients and provide low risk nutrition education, collect heights, weight, and capillary blood draw. Prepare and process clinic specimens for transportation to appropriate labs, record clinical data on specified forms/logs. Clean, calibrate & arrange repair for clinic equipment, order and replenish clinic supplies as necessary. Provide backup as needed by preparing rooms and patients for examination and provide technical assistance to clinician during examination. Clean, set-up & restock rooms, performs HT & WT, urinalysis, pregnancy and finger stick tests, collect urine specimens for testing, analyzing blood and urine for waivered testing, processing specimens for transport following OSHA regulations. Maintaining office supplies, postage and copier supplies, pick up, drop off & process mail, including assisting w/mass mailings, assist with mailing and phone appointment reminders, assemble and review client charts for accuracy and completeness, issues program materials as needed, for example, eWIC cards and food benefits, submit program reports, provide education on program guidelines, services, and use of benefits, verify insurance coverage, collect and enters payments, reconciles cash and receipts, prepare and key deposit. Provides back up as needed and performs other duties as assigned.
Also, this position supports the environmental health (EH) program by performing admin tasks requiring interpretation and judgement in applying policies, procedures, permit or certificate requirements. Applies EH guidelines to answer citizen inquiries. Accepts sewage disposal & well permit applications, food protection and general environmental program applications and/or plans after verifying compliance with regulations and policies. Schedules site visit, determines fee, writes receipt, coding to applicable fund. Compiles historical data on well and septic tank installations for construction, researching applicants' property and adjoining properties using files of tax map information and property records at local jurisdiction. As Deputy Registrar for Vital Statistics, serves as contact point for program info for internal and external customers, explaining regs and requirements for reporting, changing or releasing info. Reviews birth & death certificates for completeness, certified copies of certificates to eligible applicants; issues burial transit, disinterment, reinterment permits, in accordance with applicable policies and regulations. Performs administrative tasks unrelated to Vital Records as required. Collecting Rabies information regarding the possible exposure to victim(s) their contact information, the owners, the vets contact information and verifies the animal(s) vaccination status. Coordinate specimen collection and laboratory shipments with courier and lab.
The Virginia Department of Health offers 12 paid holidays, medical, dental, vision and life insurance, retirement plans (including 401a Cash Match and 457 Deferred Compensation Plan) as well as sick, family/personal, and annual leave.
Minimum Qualifications
- Knowledge of office and administrative principles and practices
- Working knowledge of word processing and spreadsheet software applications
- Ability to interpret and follow established procedures and guidelines
- Ability to communicate effectively with internal and external customers, verbally and in writing
- Considerable skill in the operation of standard office equipment
Additional Considerations
- Experience in an office setting.
- Experience working with the public
- Valid Driver's License
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.
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. Supplemental questions are encouraged to be answered in a comprehensive manner and reference any pertinent knowledge, skills, and abilities as well as any previous experience that relates to the 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. HHS IG Exclusion List check, employment reference check, and E-Verify. Other financial, credit, driving, or other background checks or completion of Statement of Economic Interests may be required for certain positions.
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!
VDH requires all Health-Care Personnel (HCP) to provide documentation of immunization or evidence of immunity to the following: hepatitis B, measles, mumps, rubella, and varicella; a one-time dose of tetanus, diphtheria, and pertussis (Tdap) vaccine regardless of the interval since the last dose of tetanus-diphtheria (Td) vaccine was administered (Td or Tdap boosters shall be received every 10 years); and the current year’s seasonal influenza vaccination.
Contact Information
Name: Richard Bolden / Tammy Richardson
Phone: 434-972-6271 / 434-422-4556
Email: Richard.Bolden@vdh.virginia.gov / Tammy.Richardson@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.