Job Description

Title: Office Services Specialist

State Role Title: Admin and Office Spec II

Hiring Range: $37,000 - $43,545

Pay Band: 2

Agency: Virginia Department of Health

Location: WESTERN TIDEWATER HQ

Agency Website: www.vdh.virginia.gov

Recruitment Type: General Public - G

Job Duties

Do you enjoy working with the public? The Western Tidewater Health District is seeking highly organized and customer-focused Office Service Specialists with clinical experience to join our healthcare team. This role plays a pivotal part in ensuring smooth clinic operations by managing front-office responsibilities including patient scheduling, registration, and insurance verification. The successful candidates will demonstrate excellent communication skills, attention to detail, and a commitment to delivering exceptional service to a diverse patient population.

We are seeking to fill several positions with this posting. Two of the positions will be primarily based in the Suffolk Health Department but may require occasional work at the Isle of Wight Health Department in Smithfield. The other position will be based at the Isle of Wight Health Department and may require occasional work at the Suffolk Health Department.

Duties include:

Clinic Operations: Open and close the medical clinic, ensuring a secure and welcoming environment.

Patient Interaction: Greet patients and visitors, schedule appointments, and check in patients while verifying accurate registration information.

Insurance and Billing: Verify insurance information and process billing during patient registration, ensuring timely submission of claims.

Records Management: Enter patient visit encounters into the database and establish and maintain all patient records.

Payment Processing: Collect payments from patients and prepare daily deposits, reconciling end-of-day transactions to maintain financial accuracy.

Vital Records Management: Serve as the vital records registrar, ensuring the accurate collection, maintenance, and issuance of vital records, including birth and death certificates.

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 33 local health districts.

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 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 a medical office setting
Bilingual skills or ability to communicate effectively with non-English-speaking population

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 on-line 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: Priscilla Crocker

Phone: 757-514-4769

Email: priscilla.crocker@vdh.virginia.gov

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 800-552-5019.

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.