Title: Office Services Specialist

State Role Title: Admin and Office Spec II

Hiring Range: $39,488.35 - $45,069.07

Pay Band: 2

Agency: Virginia Department of Health

Location: LORD FAIRFAX-WARREN

Agency Website: https://www.vdh.virginia.gov

Recruitment Type: General Public - G

Job Duties

Are you organized, detail-oriented, and committed to providing outstanding customer service? We are seeking a dedicated individual to join our team.

In this role, you will serve as a key point of contact for the public by responding to Freedom of Information Act (FOIA) requests in a timely and professional manner. You will identify and gather responsive records, prepare invoices, collect associated fees, and ensure requests are processed accurately and in accordance with applicable laws and policies.
Success in this position requires exceptional customer service skills, strong organizational abilities, and the ability to work collaboratively with Environmental Health staff, the Business Office, and other departments. The ideal candidate is an effective communicator who can manage multiple priorities while maintaining confidentiality, accuracy, and attention to detail.

Key Responsibilities:

• Receive, track, and respond to FOIA/public records requests.
• Identify, gather, and organize responsive documents from multiple departments.
• Prepare invoices, process payments, and maintain accurate financial records related to requests.
• Provide exceptional customer service by communicating clearly and professionally with the public and internal stakeholders.
• Collaborate closely with Environmental Health and Business Office staff to ensure timely and accurate request fulfillment.
• Maintain detailed records and documentation of requests, responses, payments, and correspondence.
• Ensure compliance with applicable public records laws, policies, and organizational procedures.
• Perform related administrative duties as assigned.

Qualifications:

• Excellent customer service and interpersonal skills.
• Strong organizational, time management, and problem-solving abilities.
• Experience handling confidential or sensitive information with discretion.
• Proficiency with Microsoft Office and database or records management systems.
• Ability to work independently while contributing effectively as part of a team.

Utilizing established policies and procedures, provides program and office support to a work unit including general office and administrative support. Characteristic duties may include: routine office and administrative responsibilities, scheduling meetings, data entry, routine transactions, preparing correspondence, maintaining records, ordering supplies, and answering questions regarding program services offered. The incumbent typically serves as the first point of contact for a program or work unit and directs inquiries to the appropriate office, division, or resource, and explains established procedures and practices. May be responsible for maintaining timesheets and entering time/leave taken into timekeeping/payroll system for assigned program area.

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

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: Karla Fillmore

Phone: 540-772-3470

Email: KARLA.FILLMORE@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.