Unit Secretary

Dept of Veterans Service; Richmond (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Dept of Veterans Services in Virginia seeks a Unit Secretary to provide administrative support at Sitter-Barfoot Veterans Care Center. The role handles calls, visitor greeting, transportation coordination, and medical document processing within a patient-care setting.

The position requires a high school diploma or GED and experience in clerical or secretarial work, with strong knowledge of Microsoft Office and electronic health records.

Qualifications

• High school diploma or GED required or equivalent.
• Experience in a clerical, secretary, or administrative assistant role.
• Knowledge of Microsoft Office and health record keeping regulations.

Responsibilities

• Direct and relay calls and messages to staff.
• Greet visitors and direct them to appropriate staff.
• Schedule and confirm transportation for appointments.
• Prepare reports, invoices, and medical charts using Microsoft Office.
• Receive and route medical documents to staff.
• Assemble medical charts for new admissions with proper forms.
• Scan documents into the Electronic Health Record system.
• Order supplies and maintain designated supply rooms.
• Perform monthly chart audits to ensure completion.

Skills

Customer service basics

Effective communication

Office administration

Microsoft Office

Electronic Health Records knowledge

Education

High School Diploma or GED

Tools

Electronic Health Records

Microsoft Excel

Job description

Title: Unit Secretary

State Role Title: Admin and Office Spec III

Hiring Range: Based on Experience

Pay Band: 3

Agency: Dept of Veterans Services

Location: Sitter-Barfoot Veterans Care

Agency Website: https://www.dvs.virginia.gov/veterans-care-centers/sitter-barfoot-veterans-care-center

Recruitment Type: General Public - G

Job Duties

• Direct and relay calls and messages to appropriate staff members.
• Greet visitors and direct them to appropriate staff members.
• Schedule and confirm transportation arrangements to and from appointments.
• Use Microsoft Excel or other software applications to prepare reports, invoices, letters, case histories, and/or medical charts.
• Receive and route medical documents to appropriate staff members.
• Assemble medical charts for new admissions with proper forms and files all papers necessary in charts.
• Scan documents into Electronic Health Record
• Order supplies from Central Supply and put supplies away in the designated supply room.
• Perform monthly audits on each chart to determine what is not completed.
• Complete all required paperwork or computerized documentation to include incident reports, charting documentation, flow charts, shower sheets, ADLs, referrals, admissions, treatment assessments, report to oncoming staff, and any additional documentation.
• Interact with Physicians regarding visits and completion of orders
• Assist with setting meal trays and/or taking residents to the dining hall and rehab appointments.
• Keep abreast of State and Federal regulations, policies, and procedures pertinent to medical record keeping.
• Follow all safety rules and regulations.
• Perform additional duties as assigned.

Minimum Qualifications

• High School Diploma, GED, or equivalent diploma.
• Prior experience in an clerical, secretary, or administrative assistant role.
• Knowledge of principles and procedures for providing customer and personal services such as customer needs assessment, meeting quality standards, and evaluating customer satisfaction.
• Knowledge of administrative procedures such as managing files and records, and other office-related procedures.
• Knowledge of Microsoft Office.
• Knowledge of State and Federal regulations, policies, and procedures related to medical records keeping.
• Ability to effectively communicate both written and orally.
• Knowledge of Electronic Health Records

Additional Considerations

• Previous experience in a long-term care/skilled nursing or adult geriatric setting is preferred.

SBVCC is an equal opportunity employer, minorities, individuals with disabilities, veterans, and individuals with National Service experience are encouraged to apply. EEO/AA/TT

Successful completion of a Background Criminal History Check (including FBI-based fingerprint check), reference and employment verifications, and Pre-Employment Drug Test are required. TB Skin Testing will be completed upon hire.

SBVCC is a healthcare organization and must comply with the federal CMS Omnibus COVID-19 Health Care staff Vaccination Regulation; requiring all employees to be vaccinated or receive an exemption as a condition of employment. Upon acceptance of a job offer, new hires will be asked to disclose their vaccination status and present proof of vaccination during the pre-employment process. New hires who are not vaccinated for any reason or choose not to disclose their vaccination status, will need to request a medical or religious accommodation. New hires who obtain an exemption from the vaccine mandate for medical or sincerely held religious beliefs will be subject to testing requirements *

Contact Information

Name: Human Resources

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.