Office Services Specialist (Rn080)

Title: Office Services Specialist (RN080)

State Role Title: Administrative and Office Specialist II

Hiring Range: $29,622 - $34,500

Pay Band: 2

Agency: Virginia Department of Health

Location: ROANOKE HQ

Agency Website: www.vdh.virginia.gov

Recruitment Type: General Public - G

Job Duties

Description and Duties include:

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.

1.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

2.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

3.Customer Service

• Provides quality customer service

• Responds to requests and questions regarding program services offered in a

courteous, professional, and timely manner

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 perform other duties as assigned; may be required to assist in the event

of an emergency declaration

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 278,400 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 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.

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 year's 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

• Experience in an office setting

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: Darlene Smith

Phone: 540-283-5034

Email: darlene.smith@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.