Office Services Specialist

Title: Office Services Specialist

State Role Title: Admin and Office Spec II

Hiring Range: $38,112.00 - $43,545.00

Pay Band: 2

Agency: Virginia Department of Health

Location: LORD FAIRFAX-SHENANDOAH

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

Recruitment Type: General Public - G

Job Duties

The Shenandoah County Health Department is seeking an enthusiastic team member to join the Women, Infants and Children (WIC) program. Located at the Shenandoah County Health Department on 494 N Main Street, Suite 100 in Woodstock, VA 22664.

This position is a full-time salaried Office Service Specialist serving the WIC participants in Shenandoah County. This position requires availability between standard working hours of 8:00 a.m. through 4:30 p.m., Monday through Friday. WIC is a supplemental nutrition program available to eligible pregnant women, infants and children up to the age of five. The Office Service Specialist (OSS) is responsible for securing and verifying personal, financial and demographic information to determine program eligibility. Additionally, the OSS explains and completes required documentation according to District, Agency and Federal regulations; maintains patient confidentiality; and provides technical and business office support to the WIC nutritionists. The OSS is expected to perform business office support tasks and data entry timely and accurately, while providing excellent customer service. The WIC OSS provides breastfeeding promotion, conducts outreach as needed by WIC requirements, and maintains annual continuing education hours according to WIC policies. 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, 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.

This is a restricted position, which is solely funded by the WIC Client Services for a one year, period ending 09/30/2026. The availability of funding is scheduled for review annually and periodically thereafter. Continued employment is contingent on the continued availability of funds.

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 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

Additional Considerations

• Experience in office setting specific to program area
• Knowledge of WIC

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 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.

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.