WDVA Office Assistant 3, Full-Time, Non-Perm, Washington Veterans Home

State of Washington Dept. of Veterans Affairs; Port Orchard (WA); On-site; USD 36,000 - 48,000; Full time

Job summary

Washington Veterans Home in Port Orchard, WA, seeks an Office Assistant 3 to support resident-centered care by coordinating workflows, maintaining electronic medical records, and performing clerical tasks for the care team.

The role requires a high school diploma or GED, proficiency in Microsoft Office (Outlook), strong communication, and reliable attendance. Hours are Monday–Friday, 7:00 AM–3:30 PM, with no telework.

Qualifications

• High school diploma or GED is required.
• Two years of professional clerical or related experience preferred.
• Proficiency with Microsoft Office, including Outlook, is required.
• Strong interpersonal and written communication skills are essential.
• Ability to read, write, speak, and understand English for job performance.

Responsibilities

• Assist in coordinating workflows to support resident-centered care on assigned neighborhoods.
• Maintain electronic medical records and perform clerical tasks for the care team.
• Answer phones, relay messages, and support nursing staff with daily operations.
• Order office supplies and manage forms for the nursing station.
• Schedule appointments and coordinate calendar entries in Outlook.
• Assist with room reservations and transfer paperwork.
• Support documentation and reporting requirements as needed.

Skills

Microsoft Office

Outlook

Interpersonal skills

Communication skills

English literacy

Education

High school diploma or GED

Tools

PointClickCare

Worx-Hub

Job description

Office Assistant 3

Full-Time, Non-Permanent

Washington Veterans Home

In this position you will assist in the smooth coordination of work flow that supports resident centered care on their assigned neighborhoods. Provides electronic medical records maintenance and clerical functions that support the care team and residents.

The hours of work are Monday- Friday from 7:00 AM to 3:30 PM. This position is not eligible for telework.

This position has been posted within the assigned pay range through Step L. Step M has not been published as this is considered the longevity step, in alignment with state HR compensation rules.

Here at the Washington State Department of Veterans Affairs (WDVA), we are passionate about our mission of “Serving Those Who Served.” As a national leader in our advocacy for nearly 500,000 Veterans and their family members, we strive to connect them to earned benefits as well as innovative programs focused on their overall health and wellness. In addition, we provide critical community services through a variety of programs, and at our four State Veterans Homes located in Orting, Port Orchard, Spokane, and Walla Walla. These locations provide Medicare and Medicaid nursing home care to Veterans, including, in some instances, their spouses, widows, or Gold Star Families.

Some of what you'll do

• Uses the software Electronic Medical Record maintenance (PointClickCare).
• Prepares paperwork for resident transfer to hospital, emergency department or other outpatient care setting; scans loose medical records appropriately and timely into EMR, performs daily order printing to audit for appointments and verification of funding, wound management referrals/paperwork email and faxing.
• Assists neighborhood nursing staff including answers telephones and relaying messages, faxes reports to consulting provider when requested, maintains an orderly and clean nursing station and work area.
• Orders office supplies and print forms for neighborhood nursing station.
• Reasonably requests medical records from outside facilities from patient appointments as requested.
• Reserves room in Outlook Calendar for various care team meetings.
• Enters the unit’s work orders into Worx-Hub.
• Develops and maintains the calendar of Resident appointments.

• Prepares referrals to all outside medical appointments to include copies of pertinent medical record.
• Prints daily travel order/list and coordinate with Transportation.
• Prints appointment reminders; communicate with Transportation and outside medical offices if appointment needs to be changed.
• And Much More!

*Full Position Description is available upon request.

Required

• Must be a high school graduate or GED.
• Two (2) years of professional clerical or professional experience that can be substituted by time for clerical experience. Ability to use Microsoft Office, including Outlook.
• Strong interpersonal and communication skills, both verbal and written.
• Strong organizational skills with attention to detail.
• Must be able to read, write, speak and understand English to facilitate effective performance of job duties. This includes sufficient written and verbal communication in English, to facilitate effective performance of essential functions.
• Agency Required Competencies for all positions:
  • The ability to take action to learn and grow.
  • The ability to take action to meet the needs of others.

Preferred/Desired

• Clerical experience in a long-term/skilled nursing care setting.
• Working knowledge of medical terminology.
• Completion of medical front office training, Medical Assistant training program, or related educational training.
• Experience as a Health Unit Coordinator, Medical Assistant, or similar professional experience.
• Experience using an electronic medical record, and particularly, Point Click Care.

Special Requirements

• Must be able to pass a DSHS BCCU Background Check prior to beginning services and every two (2) years in accordance with WDVA Policy 615.000 Background Checks. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
• Must be able to lift up to 60 lbs. and be capable of reaching a minimum of 36" using proper technique to stock shelves and access supplies. Employee must also be able to push or pull with sufficient strength and walk, sit, and bend in an unrestricted manner during the entire workday.
• Must maintain regular and reliable attendance and be willing to work as needed.
• Must successfully complete, within mandated timeframes, employee orientation and all other mandatory annual, in-service, and other required training.
• Must become familiar and comply with all DVA policies and procedures and Collective Bargaining Agreements as applicable.
• Must sign the confidentiality statement for all employees.
• Positions requiring travel must have a valid unrestricted driver's license and must be insured if driving a privately owned vehicle on state business.
• Candidates who are offered a job with WDVA must possess work authorization which does not require sponsorship by the employer for a visa now or in the future.

Other Information

• This position is represented by the Washington Federation of State Employees.

Diversity, Equity, and Inclusion Employer

Here at YOUR Washington Department of Veterans Affairs our employees come from all walks of life. We strive to hire great people from a wide variety of backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or Veteran status.

We believe in the importance of recognizing the value each of us contribute to the success of the mission of the agency. Having a diverse workforce is this agency’s greatest resource of strength and knowledge. It is through the combination of talents and abilities that we can pursue finding effective measures on how we can provide the best customer service. We are committed to building a diverse and inclusive workplace for everyone.

The State of Washington is an equal opportunity employer. Persons with a disability who need assistance in the application process or testing process, or those needing this announcement in an alternative format, may call [phone]. TTY users should first call 711 to access the Washington Relay Service.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our award-winning diverse and inclusive organization.