Office Services Specialist - Virginia Jobs : Job Details

Title: Office Services Specialist State Role Title:Office Clerks, General Hiring Range: $38,178.00 - $43,545.00 Pay Band: 2 Agency: Virginia Department of Health Location:RAPPAHANNOCK-STAFFORD Agency Website: Recruitment Type: General Public - G Job Duties 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. Performance Management (for employees who supervise others) • Serves in a managerial/supervisory capacity and conducts performance management activities for staff • Establishes and reviews work assignments and priorities, and resolves related issues, in conjunction with program management and Human Resource staff • Ensures relevant training and workplace safety for staff and conducts appropriate performance monitoring and appraisals B. 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 C. 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 D. Customer Service • Provides quality customer service • Responds to requests and questions regarding program services offered in a courteous, professional, and timely manner E. 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 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 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. 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. 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. 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: Michelle McKinney Phone: 540-###-#### Email: [email protected] 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-###-####. 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.