Office Services Specialist (VDHRN064)

Title: Office Services Specialist (VDHRN064)

State Role Title:Admin and Office Spec II

Hiring Range: $30511 - $35000

Pay Band: 2

Agency: Virginia Department of Health

Location:ROANOKE HQ

Agency Website:

Recruitment Type: General Public - G

Job Duties

Consider joining the Virginia Department of Health as we foster healthy and resilient communities. This is your opportunity to serve the public in the Environmental Health department at the Roanoke City/Alleghany Health District.

Position Description:
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.

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

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor. May be required by VDH to adjust work hours location and job duties and participate in training to meet public health business needs including emergencies. If this position is designated as a mobile worker this includes both working in the field and teleworking at an alternate location when not in the field or during an emergency closing. You may be required to periodically come into your assigned office to attend meetings or training.

The Virginia Department of Health (VDH) is dedicated to protecting and promoting the health of Virginians. The VDH is made up of a statewide Central Office in Richmond and 35 local health districts.

Who We Are: The Roanoke City and Alleghany Health Districts (RCAHD) are two health districts in the Commonwealth of Virginia under the Virginia Department of Health and employ approximately 140 staff. RCAHD encompasses the cities of Covington Roanoke and Salem and the counties of Alleghany Botetourt Craig and Roanoke.

What We Do: RCAHD which provides services from nine office locations serves a combined population of over 278400 people throughout both rural and urban environments and works to promote and encourage healthy behavior protect the public against environmental hazards prevent epidemics and the spread of disease respond to disasters assist communities in recovery and assure the quality and accessibility of health services for all members of the communities.

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.

VDH requires all Health-Care Personnel (HCP) to provide documentation of immunization or evidence of immunity to the following: hepatitis B measles mumps rubella and varicella; a one-time dose of tetanus diphtheria and pertussis (Tdap) vaccine regardless of the interval since the last dose of tetanus-diphtheria (Td) vaccine was administered (Td or Tdap boosters shall be received every 10 years); and the current years seasonal influenza vaccination.

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

N/A

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.

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: Darlene Smith

Phone: N/A

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.