Office Services Specialist

Title: Office Services Specialist

State Role Title: Administrative & Office Specialist II

Hiring Range: $31,000 - $34,500

Pay Band: 2

Agency: Virginia Department of Health

Location: THREE RIVERS-MATTHEWS

Agency Website: www.vdh.virginia.gov

Recruitment Type: General Public - G

Job Duties

*This posting is for two vacancies - Mathews and King & Queen Counties; multiple applicants will be hired from this posting*

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. These entities work together to promote healthy lifestyle choices that can combat chronic disease, educate the public about emergency preparedness and threats to their health, and track disease outbreaks in Virginia.

Do you have a passion for healthcare and serving the community? If so, join our dynamic team. You will serve a vital role in shaping the Three Rivers Health District healthcare system, serving the ten counties within the Middle Peninsula and Northern Neck.

What you’ll do:

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

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

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

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

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

· 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 equipment

Additional Considerations

· High School Diploma

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.

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, or 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.

As a V3 (Virginia Values Veterans) organization, VDH honors the Commonwealth's veteran's hiring preference. VDH employees have a Code of Ethics, which can be found in the bottom banner of our website: www.vdh.virginia.gov

State agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by case-basis.

VDH accepts only online 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.

Contact Information

Name: Carolyn Gibson

Phone: For inquiries, please email

Email: carolyn.gibson@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.