Office Services Specialist

Virginia Information Technologies Agency•Newport News, VA

About The Position

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 32 local health districts. These entities work together to promote healthy lifestyle choices that can combat chronic disease, educate the public about emergency preparedness and threats to their health, and track disease outbreaks in Virginia. As part of the Virginia Department of Health, the Hampton, and Peninsula Health Districts (HPHD) are two health districts serving the residents of Hampton, Newport News, Poquoson, Williamsburg, and the Counties of James City, and Yorktown. The Hampton and Peninsula Health Districts are focused on four key pillars to create a sustainable and engaged workforce: 1. Workforce Development and Training 2. Culture and Climate 3. Community Engagement and Partnerships 4. Communication and Openness Through these pillars, we aim to achieve our mission of becoming the healthiest districts in the state and better serve our communities. Apply and join the Virginia Department of Health's efforts to become the healthiest state in the nation. Are you customer service driven and detail oriented? If so, then the Peninsula Health Department is searching for you to fill the Office Service Specialists role. The Office Service Specialist will show excellent interpersonal skills to work in a fast-paced environment for the Population Health department. This position will provide administrative support to multiple endeavors within the department. The successful candidate will be part of a team responsible for providing exceptional customer service to clients and customers of the Peninsula Health District. 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. 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.

Requirements

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

Nice To Haves

Ability to maintain confidentiality and audits records for completeness, accuracy, and compliance with established records maintenance guidelines and procedures
Knowledge of data entry and inventorying
Ability to professionally respond to inquiries and requests for information
Ability to order supplies for office and maintain standard office supplies for assigned program or work unit
Ability to coordinate and schedule multiple events and meetings; record and transcribe meeting minutes
Ability to respond to requests and questions regarding program services offered in a courteous, professional, and timely manner
May be required to perform other duties as assigned, including functions in support of an emergency declaration

Responsibilities

routine office and administrative responsibilities
scheduling meetings
data entry
routine transactions
preparing correspondence
maintaining records
ordering supplies
answering questions regarding program services offered
maintaining timesheets
entering time/leave taken into timekeeping/payroll system for assigned program area