Title: Office Service Assistant

State Role Title: Admin and Office Spec II

Hiring Range: $33,581 - $37,260

Pay Band: 3

Agency: Virginia Department of Health

Location: VIRGINIA BEACH HQ

Agency Website: jobs.virginia.gov

Recruitment Type: General Public - G

Job Duties

Do you enjoy working with the public? The Virginia Beach Department of Public Health is seeking two individuals with excellent interpersonal skills to work in a friendly, fast-paced medical clinic as an Eligibility Specialist on our Clinic Administrative Team. The successful candidate will be part of a multi-disciplinary team that is responsible for providing superior customer service, patient registration and telephone support to visitors and callers of the medical clinic.

This position is mission critical and your work is essential because it provides:

• Direct public support in clinic and supports mandated services on a daily basis.
• Answers main switchboard for all incoming calls to the Virginia Beach Health Department and also
• Assists residents with scheduling appointments for mandated services.
• Provides the public with information on health department programs and services, and community resources.
• Currently, we average over 100 calls daily.
• Provides critical customer service to our clients by providing preliminary eligibility determinations which have a direct impact on our incoming revenue.
• Handles confidential informational requests including FOIA and subpoenas as well as requests from physician offices, schools, etc.
  
• Requesting additional information and ensures that these requests are handled within a timely manner to prevent delay in car or services.
• This position serves as back up to other administrative staff members in the event of sickness or leave in the areas of front desk registration, medical records, and eligibility.

Diversity: We value diversity and recognize the unique perspectives that individuals from different linguistic and cultural backgrounds bring to our team. We welcome bilingual individuals to apply. Your language skills are valuable and help us better serve diverse communities.

Benefits: 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.

Scope of Duties consist of:

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 

• 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 orders
  

Minimum Qualifications

•  Experience working in an office setting
•  Knowledge of office and administrative principles and practices
  
• Working knowledge of word processing and spreadsheet software applications, basic computer processing and data entry skills
  
• Ability to interpret and follow established procedures and guidelines
• Ability to communicate effectively with internal and external customers, verbally and in writing
  
• Ability to use clear and appropriate communication skills, providing information to varying audiences/customers
  
• Ability to prioritize tasks and organize time efficiently
  

Additional Considerations

• Experience in office setting, specifically a medical office
•  Experience working in public health and/or with a diverse population
  
• Bilingual in Spanish & English (preferred)
  
• Experience working with medical insurance 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: 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.