AOS III - Admin Assistant

Western State Hospital; Staunton (VA); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Paid time off

Sick time

Family/personal time

Retirement with cash match

Job summary

Western State Hospital, part of the Virginia Department of Behavioral Health and Developmental Services (DBHDS), seeks a full-time AOS III Admin Assistant for the Rehab Department to provide clerical coverage, receptionist duties and data management, including welfare regular funds coordination and staff scheduling support.

The role requires proficiency in Microsoft Office, experience in hospital operations, and the ability to handle routine requests from staff and patients.

Qualifications

• Proficient in Microsoft Office/Software applications.
• Graduation from Administrative Services program and extensive training in use of computer programs and databases.
• Extensive clerical experience with administrative structure and understanding of hospital operations.

Responsibilities

• Prepares forms, schedules meetings, types correspondence, receives and distributes mail, answers and routes phone calls.
• Coordinates all meetings and maintains administrative duties to PSR Service Chiefs as needs indicate.
• Accesses UKG and Cardinal databases to ensure accurate time accounting for Rehab department.
• Prepares computer records to track balances.
• Maintain accurate accounting process for monthly fiscal audits.
• Receives funds, maintains safe/cash box, deposits funds to hospital cashier and secures funds on hand.
• Production of staff schedules for milieu coverage and in-services.
• Ensures that office supplies are kept in appropriate amounts and in an orderly fashion as evidenced by supervisor's weekly monitoring.

Skills

Microsoft Office

Education

High school graduate

Administrative Services program graduate

Job description

Title:

AOS III - Admin Assistant

State Role Title:

Admin and Office Spec III

Hiring Range:

$38,000 to $48,000

Pay Band:

3

Agency:

Dept Behavioral Health/Develop

Location:

Western State Hospital

103 Valley Center Drive, Staunton, VA 24401.

Agency Website:

https://dbhds.virginia.gov/facilities/wsh/

Recruitment Type:

General Public - G

Job Duties

Location: Western State Hospital

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

Western State Hospital is seeking a full time AOS III Admin Assistant for the Rehab Department to provide clerical coverage to include receptionist duties, data management and coordination of welfare regular and special funds; provide clerical support to PSR mall office to include data entry, coordinating patient and staff schedules and handle routine requests from staff and patients.

Key Responsibilities

• Prepares forms, schedules meetings, types correspondence, receives and distributes mail, answers and routes phone calls and receives money from pre-vocational therapy customers
• Coordinates all meetings and maintains administrative duties to PSR Service Chiefs as needs indicate
• Accesses UKG and Cardinal databases to ensure accurate time accounting for Rehab department
• Prepares computer records to track balances
• Maintain accurate accounting process for monthly fiscal audits
• Receives funds, maintains safe/cash box, deposits funds to hospital cashier and secures funds on hand
• Production of staff schedules for milieu coverage and in-services
• Ensures that office supplies are kept in appropriate amounts and in an orderly fashion as evidenced by supervisor's weekly monitoring

Benefits Include

• health, vision, and dental insurance
• life insurance
• paid time off
• sick time
• family/personal time
• retirement with cash match

Minimum Qualifications

• Proficient in Microsoft Office/Software applications

Additional Considerations

• High school graduate
• Graduation from Administrative Services program and extensive training in use of computer programs and databases
• Extensive clerical experience with administrative structure and understanding of hospital operations
• Bilingual
• Veteran/Veteran Spouse

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 [phone] 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: [phone]

Email: [e-mail]

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.