Office Services Specialist (VDH03673)

Virginia Information Technologies Agency•Charlottesville, VA

6d•$33,048 - $45,069•Onsite

About The Position

The Blue Ridge Health District is seeking to hire an Office Services Specialist for our Nelson County Health Department located in Arrington, VA. This position supports Health Services and Environmental Health programs. For Health Services, the role involves administrative tasks for Immunization, Family Planning, STI, TB, Nursing Home Screenings, and WIC. Duties include pulling, filing, and purging records; performing typing, data entry, and faxing; obtaining diet information from WIC clients and providing low-risk nutrition education; collecting heights, weight, and capillary blood draws; maintaining office, postage, and copier supplies; processing mail, including assisting with mass mailings; assisting with mailing and phone appointment reminders; assembling and reviewing client charts; and issuing program materials like eWIC cards and food benefits. The role also includes submitting program reports, providing education on program guidelines and benefits, verifying insurance coverage, collecting and entering payments, reconciling cash and receipts, and preparing deposits. For the Environmental Health program, the position performs administrative tasks requiring interpretation and judgment in applying policies and procedures. This includes answering citizen inquiries, accepting permit applications (sewage disposal, well, food protection, general environmental programs) after verifying compliance, scheduling site visits, determining fees, writing receipts, and coding to the applicable fund. The role also involves compiling historical data on well and septic tank installations by researching property records. As Deputy Registrar for Vital Statistics, the position serves as a contact point for program information, explaining regulations for reporting, changing, or releasing information. Duties include reviewing birth and death certificates for completeness, assigning control numbers, signing certificates, issuing certified copies, and issuing burial transit, disinterment, and reinterment permits. Additionally, the role collects rabies exposure information, coordinates specimen collection, and laboratory shipments. This position will be required to travel within the district to provide support for other localities.

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

Experience working in an office setting
Previous medical office experience (i.e. using online database systems, such as registration, services rendered and/or scheduling appointments.
Knowledge of Environmental Health processes
Bilingual in English/Spanish or multilingual

Responsibilities

Perform administrative tasks for Immunization, Family Planning, STI, TB, Nursing Home Screenings, and WIC.
Pull, file and purge records in accordance with State retention schedules.
Perform typing, data entry, and faxing for Nursing staff, EHS and Program Consultants.
Obtain diet information from WIC clients and provide low risk nutrition education.
Collect heights, weight, and capillary blood draw.
Maintain office supplies, postage and copier supplies.
Pick up, drop off & process mail, including assisting w/mass mailings.
Assist with mailing and phone appointment reminders.
Assemble and review client charts for accuracy and completeness.
Issue program materials as needed, for example, eWIC cards and food benefits.
Submit program reports.
Provide education on program guidelines, services, and use of benefits.
Verify insurance coverage.
Collect and enters payments, reconciles cash and receipts, prepare and key deposit.
Perform admin tasks for the environmental health (EH) program requiring interpretation and judgement in applying policies, procedures, permit or certificate requirements.
Apply EH guidelines to answer citizen inquiries.
Accept sewage disposal & well permit applications, food protection and general environmental program applications and/or plans after verifying compliance with regulations and policies.
Schedule site visit, determine fee, write receipt, coding to applicable fund.
Compile historical data on well and septic tank installations for construction, researching applicants' property and adjoining properties using files of tax map information and property records at local jurisdiction.
As Deputy Registrar for Vital Statistics, serve as contact point for program info for internal and external customers, explaining regulations and requirements for reporting, changing or releasing info.
Review birth & death certificates for completeness, assign control numbers, sign certificates; issue certified copies of certificates to eligible applicants; issue burial transit, disinterment, reinterment permits, in accordance with applicable policies and regulations.
Perform administrative tasks unrelated to Vital Records as required.
Collect Rabies information regarding the possible exposure to victim(s) their contact information, the owners, the vets contact information and verifies the animal(s) vaccination status.
Coordinate specimen collection and laboratory shipments with courier and lab.
Travel within the district to provide support for the other localities.