Office Assistant II

City of Virginia Beach•Pembroke, MA

3d•$35,194 - $54,850

About The Position

The City of Virginia Beach Human Services is seeking a detail-oriented, compassionate professional to provide administrative and clerical support to its Developmental Services Case Management Unit. The position supports a team serving individuals with developmental disabilities and balances public-facing service with independent administrative work. It serves as a first point of contact for visitors and callers while helping Case Managers and maintaining smooth daily office operations. The role includes entering and updating client information in electronic health records, databases, spreadsheets, and tracking logs; maintaining confidential paper and electronic records in compliance with DMAS, DBHDS, HIPAA, and City policies; and processing and organizing records according to state retention schedules. The employee also assists with referrals, intake packets, service authorizations, medical and educational documentation, scheduling, correspondence, and office supplies. Minimum qualifications are a high school diploma or GED plus one year of experience in a field providing relevant knowledge, skills, and abilities, such as clerical or office assistant work, or an equivalent combination of experience and training. Employees may be expected to work beyond normally scheduled hours in response to short-term department needs or City-wide emergencies. The position is non-exempt and eligible for overtime. A DMV transcript and CPS check are required.

Requirements

High school diploma or GED plus one year of experience in a field providing the required knowledge, skills, and abilities, such as clerical or office assistant work, or an equivalent combination of experience and training.
Ability to provide administrative and clerical support in an office setting.
A DMV transcript is required.
A CPS check is required.
Employees may be expected to work hours beyond their normally scheduled hours in response to short-term department needs or City-wide emergencies.

Nice To Haves

Experience managing confidential files, records, or client information in compliance with HIPAA.
Experience using electronic health records or electronic database systems to enter, update, and track client information or documentation.
Experience providing frontline customer service, including greeting visitors, screening and routing multi-line telephone calls, and handling public inquiries in an office setting.
Experience using Microsoft Office Suite, including Word, Excel, and Outlook, to create professional correspondence, manage calendars, and maintain tracking spreadsheets.
Experience in a human services environment, such as developmental services, case management, or a similar office setting.
The ideal candidate has at least one year of professional administrative or clerical experience in a health, human services, or case management office; at least one year of hands-on experience using an electronic health record system or specialized database to manage client records or documentation; and at least one year of experience maintaining records, processing confidential documentation, and supporting regulatory compliance standards such as HIPAA.

Responsibilities

Serve as the first point of contact by greeting visitors and monitoring the reception area to maintain a secure, welcoming environment.
Answer, screen, and route incoming calls; answer routine questions and direct complex issues to appropriate staff.
Enter and update client data in electronic health records, databases, spreadsheets, and tracking logs.
Maintain, audit, and organize confidential paper and electronic files in compliance with DMAS, DBHDS, HIPAA, and City policies.
Scan, index, file, and purge records according to state retention schedules and assist with quality assurance audits.
Help process referrals, intake packets, and service authorizations.
Coordinate receipt and tracking of medical or educational documentation.
Schedule meetings, manage calendars, prepare agendas, order office supplies, and handle routine correspondence.
Provide administrative and clerical support to the Developmental Services Case Management Unit and its Case Managers.