Title: AOS III-Fiscal Tech
State Role Title: Admin and Office Spec III
Hiring Range: Salary commensurate with experience
Pay Band: 3
Agency: Dept Behavioral Health/Develop
Location: Western State Hospital
Agency Website: https://dbhds.virginia.gov/facilities/wsh/
Recruitment Type: General Public - G
Job Duties
Location: Western State Hospital
103 Valley Center Drive, Staunton, VA 24401.
Who We Are
Western State Hospital, part of the Virginia Department of Behavioral Health and Developmental Services (DBHDS), has been a leader in psychiatric treatment since 1828. WSH is a 302-bed Joint Commission/CMS-accredited psychiatric facility located in the scenic Shenandoah Valley. Just 30 minutes from vibrant university towns, our hospital serves adults with serious mental health needs and is nationally recognized for our Psychosocial Rehabilitation “Learning” programs.
WSH provides a modern clinical setting and a therapeutic environment for patients, supported by highly qualified staff. Employees also enjoy the beauty and tranquility of the Shenandoah Valley, with nearby cities such as Charlottesville and Harrisonburg offering dining, entertainment, and outdoor activities, making Staunton an attractive place to live and work.
Position Overview
To process and report Local Fund and Patient Fund financial transactions for Western State and Commonwealth Center for Children and Adolescents. Primary Accounting Clerk to cover customer service center for staff and patients in accordance with Hospital instructions, generally accepted accounting principles, Federal and State commonwealth policy and procedure guidelines. Supervise the operation of the WSH mail room operation. Provide backup and support to Accounting Supervisor.
Key Responsibilities
- Supervise cashier and mailroom operations by providing daily direction to staff (cashier and two P‑14 mailroom clerks), resolving workflow bottlenecks, and ensuring timely, accurate processing aligned with WSH Hospital Instructions.
- Process and reconcile Local Fund and Patient Fund transactions in FMS, Oracle, and Quicken, verifying receipts, investigating discrepancies, and maintaining daily controls to balance with the general ledger.
- Prepare and post disbursements (checks for PFA and Local Funds) with complete supporting documentation, ensuring accurate batch posting and timely processing; maintain organized account folders for audit readiness.
- Administer petty cash by preparing reimbursement vouchers, validating documentation for audits, maintaining an accurate petty cash log, and keying receipts into Cardinal upon Treasury notification.
- Perform cashier/teller functions including coding and posting all cash/check/EDI payments upon receipt in FMSII and Oracle, balancing cash drawers, producing error-free daily closing reports, and securing blank and issued checks per ID and access protocols.
- Manage patient valuables by verifying, inventorying, and maintaining accurate records and card files; facilitate controlled release to authorized staff/patients with proper documentation and signatures; support quarterly fiscal audits.
- Ensure compliance and confidentiality with GAAP, Federal/State/Commonwealth policies, hospital procedures, and HIPAA Level 3 requirements; uphold internal controls across all cash handling, receipting, and recordkeeping activities.
- Deliver proactive customer service and teamwork by communicating clearly and professionally with patients, fiscal/security/clinical staff, reimbursement and transportation teams, and external liaisons; provide cross-coverage for all customer service center functions.
- Lead performance management for supervised staff by setting clear expectations, providing frequent constructive feedback (including interim evaluations), monitoring daily/weekly workflow, addressing performance/safety issues, and completing evaluations on time in consultation with leadership.
- Support fiscal operations continuity by meeting WSH/CCCA processing deadlines, monitoring established fund levels and coin/change needs, preparing deposits, and providing reliable backup to the Accounting Supervisor.
Benefits Include:
• Health, vision, and dental insurance
• Retirement with cash match
• 13 paid holidays
• Paid time off (annual, sick, family/personal, and community service)
• Life insurance
Minimum Qualifications
• High school diploma or equivalent.
• Knowledge and experience with bookkeeping, accounts payable/receivable, managing cashier office or related work.
• Considerable knowledge of office practices, procedures, and office equipment.
• Hands on experience in using Microsoft Office, including Word and Excel, to accomplish office support requirements.
• Hands on experience in inputting data into an automated database other than Microsoft Office.
• Ability to work in a team environment, multi-task, and work with the public.
• Experience utilizing online systems, and software packages such as Microsoft Word and Excel in the performance of tasks and duties.
Additional Considerations
• Degree and/or certification in accounting.
• Experience with Oracle or an equivalent financial record-keeping system.
• Supervisory experience.
• Bilingual.
• Veteran or veteran spouse.
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 clearly and specifically detail all relevant work experience; we will not make assumptions about your qualifications.
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 (DBHDS) cannot employ or utilize as volunteers, individuals convicted of specific ("barrier") crimes or those with pending "barrier" charges.
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 (540) 332-8300 during business hours (8:00 a.m. to 5:00 p.m.).
Equal Opportunity: The Commonwealth of Virginia 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: DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We strongly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply to the state application and respond accordingly.
Contact Information
Name: Samantha Leep
Phone: 540-332-8306
Email: samantha.leep@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.