Office Services Specialist

Title: Office Services Specialist

State Role Title: Admin and Office Spec II

Hiring Range: $34028.80 - $37570.00

Pay Band: 2

Agency: Virginia Department of Health

Location:RAPPAHANNOCK-STAFFORD

Agency Website: Type: General Public - G

Job Duties

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 takes and transcribes meeting minutes 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.

1. Administrative Support
Orders supplies for office and maintains standard office supplies for assigned program or work unit
Coordinates and schedules meetings
Takes and transcribes meeting minutes
Processes invoices
2. Office Correspondence
Prepares routine correspondence
Communicates office updates and important dates to assigned program areas or work unit
3. Customer Service
Greets customers and answers general questions regarding program services offered
4. Records Maintenance & Other Duties
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 be required to perform other duties; may include functions in support of an emergency declaration

The Virginia Department of Health offers 12 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

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 with internal and external customers verbally and in writing
Considerable skill in the operation of standard office equipment

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 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. 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 E-Verify. 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. 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: Michelle McKinney

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). 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 .

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.