Office Service Assistant

Title: Office Service Assistant

State Role

Title:

Admin and Office Spec II

Hiring Range: $33,581 - $37,260

Pay Band: 3

Agency: Virginia Department of Health

Location: VIRGINIA BEACH HQ

Agency Website: jobs.virginia.gov

Recruitment Type: General Public - G

Do you enjoy working with the public? The Virginia Beach Department of Public Health is seeking two individuals with excellent interpersonal skills to work in a friendly, fast-paced medical clinic as an Eligibility Specialist on our Clinic Administrative Team. The successful candidate will be part of a multi-disciplinary team that is responsible for providing superior customer service, patient registration and telephone support to visitors and callers of the medical clinic.

This position is mission critical and your work is essential because it provides:

• Direct public support in clinic and supports mandated services on a daily basis.
• Answers main switchboard for all incoming calls to the Virginia Beach Health Department and also
• Assists residents with scheduling appointments for mandated services.
• Provides the public with information on health department programs and services, and community resources.
• Currently, we average over 100 calls daily.
• Provides critical customer service to our clients by providing preliminary eligibility determinations which have a direct impact on our incoming revenue.
• Handles confidential informational requests including FOIA and subpoenas as well as requests from physician offices, schools, etc.
• Requesting additional information and ensures that these requests are handled within a timely manner to prevent delay in car or services.
• This position serves as back up to other administrative staff members in the event of sickness or leave in the areas of front desk registration, medical records, and eligibility.

We value diversity and recognize the unique perspectives that individuals from different linguistic and cultural backgrounds bring to our team. We welcome bilingual individuals to apply. Your language skills are valuable and help us better serve diverse communities.

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.

• Greets customers and directs customers to appropriate point of contact or resource
• Responds to emails, phone calls, and other forms of communication in a timely and courteous manner

• Coordinates schedules and meetings as assigned by supervisor
• Compiles and inputs established data into database as directed by supervisor
• Reviews documents, applications and/or forms for completeness

• Maintains files in accordance with established guidelines and procedures
• Pulls and files records for scheduled appointments/meetings
• Prepares/organizes files according to office/VDH procedures
• Reviews documents to assure forms are complete and filed in appropriate orders

• Experience working in an office setting
• Knowledge of office and administrative principles and practices
• Working knowledge of word processing and spreadsheet software applications, basic computer processing and data entry skills
• Ability to interpret and follow established procedures and guidelines
• Ability to communicate effectively with internal and external customers, verbally and in writing
• Ability to use clear and appropriate communication skills, providing information to varying audiences/customers
• Ability to prioritize tasks and organize time efficiently

• Experience in office setting, specifically a medical office
• Experience working in public health…