Office Assistant II

City of Virginia Beach; Virginia Beach (VA); On-site; USD 35,000 - 55,000; Full time

Job summary

The City of Virginia Beach is seeking a detail-oriented administrative support professional for the Developmental Services Case Management Unit. You will be the welcoming face, manage the reception area, and help Case Managers handle daily operations and documentation.

Responsibilities include data entry in EHR systems, filing, scheduling, and processing referrals and service authorizations. Candidates should have HIPAA experience and strong Microsoft Office skills.

Qualifications

• Experience providing frontline customer service in an office setting.
• Experience handling confidential information with HIPAA compliance.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).

Responsibilities

• Greet visitors and manage the reception area to ensure a welcoming environment.
• Answer, screen, and route incoming calls; direct complex issues to staff.
• Enter and update client data in EHRs and databases; maintain files securely.

Skills

Customer service

Office administration

HIPAA compliance

Education

High school diploma or GED plus one year of experience

Tools

Electronic Health Records (EHR) system

Job description

Job Posting End Date:November 8, 2026Department:HUMAN SERVICESCompensation Grade:G15Compensation Range & Starting Salary:Pay Range: $35,193.60 - $54,849.60Starting salary may be negotiable based on qualificationsJob Exempt (If No, Position is eligible for overtime):NoAbout Us:Recognized as one of America’s Best-In-State Employers for 2024, the City of Virginia Beach is proud to offer a diverse and dynamic work environment. Our workforce plays a crucial role in delivering exceptional government services to both our citizens and fellow City employees. Apply now to join an organization where you truly make a difference.Job Duties and Preferred Qualifications:The City of Virginia Beach Human Services is seeking a detail-oriented, compassionate professional to provide vital administrative and clerical support to our Developmental Services Case Management Unit. In this role, you will be the welcoming face and voice of our team, ensuring smooth daily office operations and assisting Case Managers so they can focus on supporting individuals and families in our community.Directly support a team dedicated to helping individuals with developmental disabilities.Balance public interaction with focused, independent administrative tasks.Serve as the first point of contact; greet visitors and monitor the reception area to ensure a secure, welcoming environment.Answer, screen, and route incoming calls, answering routine questions and directing complex issues to the right staff.Enter and update client data across electronic health records (EHR), databases, spreadsheets, and tracking logs.Maintain, audit, and organize confidential paper and electronic files in strict compliance with DMAS, DBHDS, HIPAA, and City policies.Scan, index, file, and purge records according to state retention schedules; assist with quality assurance audits.Help process referrals, intake packets, and service authorizations; coordinate the receipt and tracking of medical or educational documentation.Schedule meetings, manage calendars, prepare agendas, order office supplies, and handle routine correspondence.The City offers a generous benefits package, which includes health, dental and life insurance, retirement and savings plans, maternity/paternity and parental leave, holidays and Paid LeavePreferences:Experience managing confidential files, records, or client information in compliance with the Health Insurance Portability and Accountability Act (HIPAA)Experience utilizing electronic health records or electronic database systems to enter, update, and track client information or documentationExperience providing frontline customer service, including greeting visitors, screening and routing multi-line telephone calls, and handling public inquiries in an office settingExperience using Microsoft Office Suite (i.e. Word, Excel, and Outlook) to create professional correspondence, manage calendars, and maintain tracking spreadsheetsExperience working within a human services environment, such as developmental services, case management, or a similar office settingThe ideal candidate will have at least one year of professional administrative or clerical experience working within a health, human services, or case management office environment, at least one year of hands-on experience utilizing an electronic health record system or specialized database to manage client records or documentation and at least one year of experience maintaining records, processing confidential documentation, and supporting regulatory compliance standards (i.e. HIPAA guidelines).Additional requirements:• DMV Transcript: Yes• CDL: No• Drug & Alcohol Clearinghouse: No• CPS Check: Yes• Physical: No• Respirator: No• Psychological Screening: No• Polygraph: No• At Will: NoMinimum Requirements:Minimum Qualifications: High school or GED plus one (1) year of experience in fields providing the required knowledge, skills, and abilities, such as clerical or office assistant; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.Special Requirements: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.Skills:Electronic Health Records (EHR), Office AdministrationWorking Conditions:Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City’s business.The Working Conditions Summary is intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of the position in the noted job profile. Please copy and paste the URL below into your web browser to view the Working Conditions Summary for this position.https://workingcondition-summary-prod.s3.amazonaws.com/P9038.pdfOfficial Job Descriptions:To browse official job descriptions, please access this link - https://virginiabeach.gov/careers/job-descriptions-pay-plans?search=&group=EVRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.Equal Employment Opportunity (EEO) Statement: The City of Virginia Beach is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We do not discriminate against any applicant or employee on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status as defined by applicable law.