Office Services Specialist

Title: Office Services Specialist

State Role Title: Admin and Office Spec II

Hiring Range: $39,043.50 - $45,069.00

Pay Band: 2

Agency: Virginia Department of Health

Location: VIRGINIA BEACH HQ

Agency Website: 

Recruitment Type: General Public - G

Job Duties

Become part of a dynamic Environmental Health team and make a difference in the community! Virginia Beach is seeking an Office Service Specialist to provide direct service to the residents and visitors of Virginia Beach by serving as the main receptionist and general administrative support in our very busy Environmental Health (EH) divisions. This position also supports billing and includes small cash- handling component tied to program services. At this location there are three full-time clerical support staff to assist the EH Manager, four EH Supervisors and 19 EH Specialists.

Benefits:The Virginia Department of Health offers 12 paid holidays; medical, dental; vision; life insurance; optional flexible spending accounts; disability (short and long); Employee Assistance Program; Public Student Loan Forgiveness; retirement plans (including 401(a) Cash Match and 457 Deferred Compensation Plan); as well as sick, family/personal, annual, parental, and military leave!

Diversity: We’re proud to build a diverse and inclusive team, and we value the perspectives that come from people of all linguistic and cultural backgrounds. Whether you speak one language or multiple, we encourage you to apply. If you’re bilingual or have additional language skills, they’re a meaningful asset that can help us better connect, collaborate, and serve our communities together.

This position is responsible for Administrative Support, Office Correspondence, Customer Service and Records Maintenance. 

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

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 Environmental Health (Rabies, Food, Personal Services, Onsite Well-Septic)
• Experience working in public health or diverse population
• Bilingual (Spanish and English)
• Fiscal/Billing Experience
  

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. Supplemental questions are encouraged to be answered in a comprehensive manner and reference any pertinent knowledge, skills, and abilities as well as any previous experience that relates to the 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!

Contact Information

Name: Cydnee Stuckey

Phone: 757-278-6692

Email: jobs.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.