Office Services Specialist

Title: Office Services Specialist

State Role Title: Administrative and Office Specialist II

Hiring Range: $37,076 – $41,000

Pay Band: 2

Agency: Virginia Department of Health

Location: LORD FAIRFAX HQ

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

Recruitment Type: General Public – G

Job Duties

The Lord Fairfax Health District is seeking an Office Service Specialist based out of 10 Baker Street Winchester, VA 22601.

This position will primarily be based in one of the listed locations 5 days a week but may need to cover in other offices throughout the district. This position is responsible for environmental health and medical office duties. Duties will include (but not limited to): patient eligibility and registration, medical billing and posting of payments, data entry and completing vital records requests. This position requires availability between standard working hours of 8:00 a.m. through 4:30 p.m., Monday through Friday. The position may occasionally require the selected applicant to work an adjusted schedule in the event of late clinics, weekend health fair events, or working in a shelter during a natural disaster. This position requires a minimum of 25% travel time to different offices throughout the Commonwealth of Virginia as needed with the use of a state-issued vehicle or your personal vehicle with mileage reimbursement. 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.

Utilizing established policies and procedures, provides program and office support to a work unit including general office and administrative support. Characteristic duties include routine office and administrative responsibilities, scheduling meetings, prepares correspondence, maintains records, orders supplies, and answers questions regarding program services offered. The incumbent typically serves 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. May be responsible for maintaining timesheets and entering time/leave taken into timekeeping/payroll system for assigned program area.

• Intermediate to expert level of proficiency with standard office applications including Word, Excel, TEAMS, Chrome/Edge, and generic web-based applications, comfortable learning new applications and programs.
• Ability to maintain professional demeanor and positive working relationships.
• Aptitude for quickly learning and implementing new procedures.
• Ability to interpret and properly apply rules and regulations and to educate others about available services.
• Significant experience multitasking, including ability to establish priorities, schedule work and communicate with all levels of staff and clients.
• Ability to work both independently and/or with a team.
• Demonstrated experience providing a high level of customer service.
• Ability to work efficiently and effectively in a high-traffic, fast-paced office environment.
• Strong written and oral communication skills.
• Positive, proactive attitude in identifying and taking responsibility for unfinished tasks, supporting the efforts of others and contributing to overall team performance.
• Willingness to accept occasional and temporary changes in work location and/or schedule.

The Virginia Department of Health offers 13 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

• General knowledge of office 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
• Considerable skill in the operation of standard office equipmet

Additional Considerations

• Experience in office setting specific to program area
• Bilingual is a plus

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: Karla Fillmore

Phone: 540-722-3470

Email: Karla.Fillmore@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.

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