Title: Office Services Specialist

State Role Title: Secretaries, Except Legal, Medical, and Executive

Hiring Range: 35,000 - 43,000

Pay Band: 2

Agency: Virginia Department of Health

Location: LICENSURE & CERTIFICATION OFF

Agency Website: 

Recruitment Type: General Public - G

Job Duties

The Office of Licensure and Certification is seeking an Office Services Specialist to join the NOVA team!

The Office Services Specialist performs multiple office support tasks which are defined and are carried out within well-established guidelines and procedures. Position duties include:

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 manner

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

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor. May be required by VDH to adjust work hours, location, and job duties and participate in training to meet public health business needs, including emergencies. If this position is designated as a mobile worker, this includes both working in the field and teleworking at an alternate location when not in the field or during an emergency closing. You may be required to periodically come into your assigned office to attend meetings or training.

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

*Extensive knowledge of business administration
*Considerable experience performing a variety of support functions in a business or public sector environment.

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 11:59 p.m. on the job closing date. Resume may be submitted in lieu of fully completed application. Please be sure all pertinent work experience is included on your resume.

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. As a V3 (Virginia Values Veterans) organization, VDH honors the Commonwealth’s veteran’s hiring preference. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: www.vdh.virginia.gov.

State agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

Contact Information

Name: Beshaun Judkins

Phone: No phone calls please

Email: beshaun.judkins@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.