Title: Office Service Assistant

State Role Title: Admin and Office Spec II

Hiring Range: 15.96-17.51

Pay Band: 2

Agency: Virginia Department of Health

Location: VIRGINIA BEACH HQ

Agency Website: jobs.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Beach WIC program has two (2) hourly positions available to serve as the front desk associate at the Norfolk Avenue and Oceana WIC offices working 29 hours a week. The successful candidate(s) should be a highly motivated individual who thrives in a fast-paced environment and one who is able to provide administrative and technical support to the WIC program. Provides first line service to walk-in clients requesting WIC services. Performs administrative tasks such as conducting financial interviews to determine income eligibility, answering a large volume of phone calls, filing, making appointments using the WIC Crossroads computer system, greeting participants, and assessing shot records. Completion of training and nutrition checklists required within 90 days. Travel to various Virginia Beach WIC sites required.

This Position is responsible for Customer Service, Administrative Support and Records Maintenance 

Customer Service

• Greets customers and directs customers to appropriate point of contact or resource
• Responds to emails, phone calls, and other forms of communication in a timely and courteous manne

Administrative Support

• Coordinates schedules and meetings as assigned by supervisor
• Compiles and inputs established data into database as directed by supervisor
• Reviews documents, applications and/or forms for completeness

Records Maintenance

• Maintains files in accordance with established guidelines and procedures
• Pulls and files records for scheduled appointments/meetings
• Prepares/organizes files according to office/VDH procedures
• Reviews documents to assure forms are complete and filed in appropriate order

Restricted : This is a restricted position which is solely funded by the WIC federal grant, renewable annually in September. Employment is contingent on the continued availability of grant funds.

HCP: 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.

Wage Position: 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 actually work. • Virginia state law currently requires that agencies not permit wage employees to work in excess of 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

• Ability to use clear and appropriate communication skills, providing information to varying audiences/customers
• Experience working in an office setting
• Knowledge of and experience with basic computer processing and data entry skills
• Ability to prioritize tasks and organize time efficiently

Additional Considerations

• Basic knowledge of nutrition

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.

Contact Information

Name: Cydnee Stuckey

Phone: 757-278-6692

Email: cydnee.stuckey@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.