Title: Office Services Specialist
State Role Title: Admin and Office Spec II
Hiring Range: $31,930 - $43,545
Pay Band: 2
Agency: Virginia Department of Health
Location: BLUE RIDGE-FLUVANNA
Agency Website: www.vdh.virginia.gov/blueridge
Recruitment Type: General Public - G
Job Duties
The Blue Ridge Health District (BRHD) is seeking to hire an Office Services Specialist (Floater) position. This position will support office coverage within the BRHD and will be required to travel within Charlottesville/Albemarle, Fluvanna, Greene, Louisa and Nelson as needed to support Health Services and Environmental Health. The position will be based at the Fluvanna County Health Department.
The Office Services Specialist will support Health Services (HS) by performing administrative task for Immunization, Family Planning, STI, TB, Nursing Home Screenings, and WIC. 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. Maintain 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. In addition, 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.
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 regulations and requirements for reporting, changing or releasing info. Reviews birth & death certificates for completeness, assigns control numbers, signs certificates; issues 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 specific to program area: experience working in a clinical setting to include registration & determine eligibility; verify insurance, and schedule appointments.
• Experience in preparing and processing deposits, experience in collecting payments, reconciling cash and receipts
• Previous experience working in the medical field
• Working knowledge of Environmental Health
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. 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.
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!
Contact Information
Name: Tammy Richardson / Richard Bolden
Phone: 434-422-4556 / 434-972-6271
Email: Tammy.Richardson@vdh.virginia.gov / Richard.Bolden@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.