Title: Office Services Specialist

State Role Title: Administrative and Office Specialist I

Hiring Range: $30,000 - $37,000

Pay Band: 2

Agency: Virginia Department of Health

Location: THREE RIVERS-GLOUCESTER

Agency Website: https://www.vdh.virginia.gov/

Recruitment Type: General Public - G

Job Duties

Join the Virginia Department of Health efforts in becoming the healthiest state in the nation. The Three Rivers Health District has an exciting offer for administrative personnel wanting to expand their expertise and make a difference and impact within the community. This recruitment will fill one full-time Office Services Specialist position home based in the Gloucester County Health Department and will be a floater assisting with gaps of coverage within our neighboring District locations.
Office Services Specialist are the frontline clerical support for the Health Department clinical and environmental health divisions. The incumbent in this role will utilize established policies and procedures to provide program and office support including general office and administrative support. Characteristic duties include: routine office and administrative responsibilities, prepare correspondence, maintain records, orders supplies, and answers questions regarding program services offered. The incumbent will serve as the first point of contact for a program or work unit and directs inquiries to the appropriate office, division or resource, explains established procedures and practices.
Positive traits attributed to personnel in this position include detailed-oriented, customer service savvy, a flexible-open minded individual and will require the incumbent to be able to interpret and apply policies, procedures, and accurately process permits and certificates per regulations and requirements. Primary duties of this position include:- independently perform a variety of complex program support
- schedule patient appointments for various clinics; provide patient check-in and process insurance eligibility
- set up and maintain patient files in accordance with policies, procedures and guidelines
- apply environmental health guidelines to answer citizen inquiries, accept sewage disposal and well permit applications (after verifying compliance with regulations, determining fees and issuing receipts while correctly coding the funds to the appliable source)
- coordinate animal bite investigation activities between environmental health staff, local animal control officers, law enforcement, and animal wardens. Informs owners of quarantine procedures
- compiles historical data on well and septic tank installations for construction, researching applicant's property and adjoining properties using files of tax map information and property records (per the local jurisdiction)
- Required expectation to open and close the office (8:00 am - 4:30 pm office hours Monday through Friday), greet the public, provide excellent customer service to client make appointments and database entries accurately, take accurate messages from the public and timely relay to appropriate personnel, make deposits and set up patient accounts
- fiscal responsibilities include entering payments into the computer system correctly and accurately, reconcile the cash receipts, and make deposits
-All Office Services Specialists serve as a Deputy Registrar and are responsible for filing birth certificates and death certificates

This position will be responsible for traveling and working as necessary within reason, throughout the 10-county district, based on business need. A valid State Driver's license is required to operate a state vehicle or if operating a personal vehicle while conducting business on behalf of the agency. Required travel within the district with a agency vehicle when available or a personal vehicle (mileage reimbursement eligible) may be required.

Minimum Qualifications

Knowledge and/or experience with office principles and practices
Knowledge and/or experience working in word processing and spreadsheet software applications
Ability and/or experience interpreting and following established procedures and guidelines
Excellent and effective communicate skills, both orally and in writing
Considerable skill and experience in the operation of standard office equipment
Valid Driver's license

Additional Considerations

Experience in office setting in a clinical setting or environmental/permitting office
Experience in patient/customer billing
Experience scheduling appointments
Experience with accurate record keeping and filing
Experience maintaining confidentiality and following Health Insurance Portability and Accountability Act (HIPPA) guidelines

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

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.
VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history which indicates your qualifications for this position.
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.
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.
As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply!
Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information will help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

Contact Information

Name: Amanda Greene

Phone: 804-758-2381

Email: amanda.greene@vdh.virginia.gov

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.