Office Services Specialist (VDH03673)

Virginia-Department-of-Healt; Charlottesville (VA); On-site; USD 33,000 - 45,000; Full time

Benefits offered by this job

12 paid holidays

Medical insurance

Dental insurance

Vision insurance

Retirement plans (401a cash match, 457

Job summary

The Blue Ridge Health District of the Virginia Department of Health seeks an Office Services Specialist to support Immunization, Family Planning, and Environmental Health programs. Responsibilities include administrative tasks, data entry, records management, and customer communications with attention to accuracy and compliance.

Based in Arrington, VA, the role supports vital records, schedules site activities, and assists with program materials and mailings.

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.

Responsibilities

• Perform administrative tasks for Immunization, Family Planning, STI, TB, Nursing Home Screenings and WIC.
• Pull, file and purge records in accordance with state retention schedules; perform typing and data entry.
• Obtain diet information from WIC clients and provide basic nutrition education.
• Manage supplies, mail, and similar clerical duties; assist with mass mailings and deposits.

Skills

Office administration

Word processing & spreadsheets

Follow procedures

Communication skills

Office equipment operation

Job description

Title

Office Services Specialist (VDH03673)

State Role Title

Admin and Office Spec II

Hiring Range

$33,048 - $45,069

Pay Band

2

Agency

Virginia Department of Health

Location

BLUE RIDGE-NELSON

Agency Website

www.vdh.virginia.gov/blue-ridge

Recruitment Type

General Public - G

Job Duties

The Blue Ridge Health District is seeking to hire an Office Services Specialist for our Nelson County Health Department located in Arrington, VA. We serve the counties of Albemarle, Fluvanna, Greene, Louisa, and Nelson along with the City of Charlottesville. This position supports Health Services and Environmental Health. Supports Health Services (HS) by performing administrative task for Immunization, Family Planning, STI, TB, Nursing Home Screenings, and WIC. Pull, file and purge records in accordance with State retention schedules, perform typing, data entry, faxing for Nursing staff, EHS and Program Consultants as requested. Obtain diet information from WIC clients and provide low risk nutrition education, collect heights, weight, and capillary blood draw. Maintain office supplies, postage and copier supplies, pick up, drop off & process mail, including assisting w/mass mailings, assist with mailing and phone appointment reminders, assemble and review client charts for accuracy and completeness, issues program materials as needed, for example, eWIC cards and food benefits. In addition, submit program reports, provide education on program guidelines, services, and use of benefits, verify insurance coverage, collect and enters payments, reconciles cash and receipts, prepare and key deposit. Supports the environmental health (EH) program by performing admin tasks requiring interpretation and judgement in applying policies, procedures, permit or certificate requirements. Applies EH guidelines to answer citizen inquiries. Accepts sewage disposal & well permit applications, food protection and general environmental program applications and/or plans after verifying compliance with regulations and policies. Schedules site visit, determines fee, writes receipt, coding to applicable fund. Compiles historical data on well and septic tank installations for construction, researching applicants' property and adjoining properties using files of tax map information and property records at local jurisdiction. As Deputy Registrar for Vital Statistics, serves as contact point for program info for internal and external customers, explaining regulations and requirements for reporting, changing or releasing info. Reviews birth & death certificates for completeness, assigns control numbers, signs certificates; issues certified copies of certificates to eligible applicants; issues burial transit, disinterment, reinterment permits, in accordance with applicable policies and regulations. Performs administrative tasks unrelated to Vital Records as required. Collecting Rabies information regarding the possible exposure to victim(s) their contact information, the owners, the vets contact information and verifies the animal(s) vaccination status. Coordinate specimen collection and laboratory shipments with courier and lab. This position will be required to travel within the district to provide support for the other localities.

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.

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 working in an office setting
• Previous medical office experience (i.e. using online database systems, such as registration, services rendered and/or scheduling appointments.
• Knowledge of Environmental Health processes
• Bilingual in English/Spanish or multilingual

Eligibility / Requirements

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.

Eligibility / Requirements

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.

Equal Opportunity Statement

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.

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.

Contact Information

Name: Tammy Richardson / Richard Bolden

Phone: [phone]

Email: [e-mail] / [e-mail]