Office Services Specialist

Title: Office Services Specialist

State Role Title: Offices Services Specialist

Hiring Range: $28759 $36359

Pay Band: 2

Agency: Virginia Department of Health

Location:CENT SHENWAYNESBORO CITY

Agency Website:

Recruitment Type:

Job Duties

Utilizing established policies and procedures provides program and office support to a work unit including general office and administrative support. Characteristic duties may include: routine office and administrative responsibilities scheduling meetings data entry routine transactions preparing correspondence maintaining records ordering supplies and answering 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 and explains established procedures and practices. May be responsible for maintaining timesheets and entering time/leave taken into timekeeping/payroll system for assigned program area.

Minimum Qualifications

Knowledge of medical 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
A. Performance Management (for employees who supervise others)
Serves in a managerial/supervisory capacity and conducts performance management activities for staff
Establishes and reviews work assignments and priorities and resolves related issues in conjunction with program management and Human Resource staff
Ensures relevant training and workplace safety for staff and conducts appropriate performance monitoring and appraisals
B. Administrative Support
Performs routine office and administrative duties
Responds to inquiries and requests for information
May order supplies for office and maintain standard office supplies for assigned program or work unit
May coordinate and schedule meetings; record and transcribe meeting minutes
Prepares reports as requested
C. Office Correspondence
Prepares routine correspondence
Communicates office updates and important dates to assigned program areas or work unit
May route incoming mail/receipts/documents to appropriate staff/work units

D. Customer Service
Provides quality customer service
Responds to requests and questions regarding program services offered in a courteous professional and timely manner

E. Records Maintenance
Assures files and forms are completed accurately
Audits records for completeness accuracy and compliance with established records maintenance guidance and procedures
Develops and maintains office filing system
May assist with interpretation and/or translation if applicable

Additional Considerations

Experience in an office setting

Special Instructions

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

VDH accepts only online applications. Faxed mailed or emailed 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.

Employment is contingent upon satisfactory results of a state and federal criminal history background check
and the Department of Social Services Child Abuse and Neglect Central Registry check U.S. HHSIG Exclusion
List check employment reference check and EVerify. Other financial credit driving background checks or
completion of Statement of Economic Interests may be required for certain positions.

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: .

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.

Contact Information

Name: Angie Mueller

Phone:

Email:

In support of the Commonwealths 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). ServiceConnected 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.

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.