Title: Unit Secretary
State Role Title: Admin and Office Spec III
Hiring Range: Based on Experience
Pay Band: 3
Agency: Dept of Veterans Services
Location: Sitter-Barfoot Veterans Care
Agency Website: https://www.dvs.virginia.gov/veterans-care-centers/sitter-barfoot-veterans-care-center
Recruitment Type: General Public - G
Job Duties
The unit secretary is an administrative member of the nursing team who performs clerical duties on their assigned nursing unit. The unit secretary is responsible for performing clerical duties using specific knowledge of medical terminology and hospital, clinic, or laboratory procedures.
• Direct and relay calls and messages to appropriate staff members.
• Greet visitors and direct them to appropriate staff members.
• Schedule and confirm transportation arrangements to and from appointments.
• Use Microsoft Excel or other software applications to prepare reports, invoices, letters, case histories, and/or medical charts.
• Receive and route medical documents to appropriate staff members.
• Assemble medical charts for new admissions with proper forms and files all papers necessary in charts.
• Scan documents into Electronic Health Record
• Order supplies from Central Supply and put supplies away in the designated supply room.
• Perform monthly audits on each chart to determine what is not completed.
• Complete all required paperwork or computerized documentation to include incident reports, charting documentation, flow charts, shower sheets, ADLs, referrals, admissions, treatment assessments, report to oncoming staff, and any additional documentation.
• Interact with Physicians regarding visits and completion of orders
• Assist with setting meal trays and/or taking residents to the dining hall and rehab appointments.
• Keep abreast of State and Federal regulations, policies, and procedures pertinent to medical record keeping.
• Follow all safety rules and regulations.
• Perform additional duties as assigned.
Minimum Qualifications
• High School Diploma, GED, or equivalent diploma.
• Prior experience in an clerical, secretary, or administrative assistant role.
• Knowledge of principles and procedures for providing customer and personal services such as customer needs assessment, meeting quality standards, and evaluating customer satisfaction.
• Knowledge of administrative procedures such as managing files and records, and other office-related procedures.
• Knowledge of Microsoft Office.
• Knowledge of State and Federal regulations, policies, and procedures related to medical records keeping.
• Ability to effectively communicate both written and orally.
• Knowledge of Electronic Health Records
Additional Considerations
• Previous experience in a long-term care/skilled nursing or adult geriatric setting is preferred.
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.
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.
Application must be complete to be considered.
Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disability Act. Contact Human Resources for assistance.
SBVCC is an equal opportunity employer, minorities, individuals with disabilities, veterans, and individuals with National Service experience are encouraged to apply. EEO/AA/TT
Only online applications will be accepted.
Successful completion of a Background Criminal History Check (including FBI-based fingerprint check), reference and employment verifications, and Pre-Employment Drug Test are required. TB Skin Testing will be completed upon hire.
SBVCC is a healthcare organization and must comply with the federal CMS Omnibus COVID-19 Health Care staff Vaccination Regulation; requiring all employees to be vaccinated or receive an exemption as a condition of employment. Upon acceptance of a job offer, new hires will be asked to disclose their vaccination status and present proof of vaccination during the pre-employment process. New hires who are not vaccinated for any reason or choose not to disclose their vaccination status, will need to request a medical or religious accommodation. New hires who obtain an exemption from the vaccine mandate for medical or sincerely held religious beliefs will be subject to testing requirements *
Contact Information
Name: Human Resources
Email: sbvcchr@dvs.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.
The Commonwealth of Virginia is located in the South Atlantic region of the United States. It was the 10th state to be admitted to the Union on June 25, 1788. Home to approximately 8 million residents, Virginia is the 12th most populous state in the United States. The capital is Richmond, and its most populous city is Virginia Beach.
The narrative history of the Commonwealth of Virginia often begins with the founding of Jamestown in 1607, near what is now modern day Williamsburg, Virginia. Jamestown became the first permanent English settlement in the New World, and the Virginia General Assembly, established on July 30, 1619, is now recognized as the oldest legislative body in the western hemisphere. When Virginia became a royal colony in 1624, the robust tobacco trade that had been developing in Virginia helped establish the American colonies as a powerful economic force. During the American Revolution, Virginia witnessed the final surrender of British forces at Yorktown and later became known as the birthplace of many revolution-era figures and future American presidents, including George Washington and Thomas Jefferson. To date, 8 United States presidents have been born in Virginia, more than in any other state.
The modern government of Virginia is nearly identical in structure to the federal government, and is divided into 3 branches, these being the executive, legislative, and judiciary branches. The Virginia General Assembly is comprised of the 100-member House of Delegates and the 40-member Senate. A governor and lieutenant governor are elected every 4 years. Governors cannot be elected to or serve consecutive terms. Virginia’s judicial system consists of the Supreme Court of Virginia and the Court of Appeals of Virginia, the Circuit Courts, and the lower General District Courts and the Juvenile and Domestic Relations District Courts. Virginia has 13 electoral votes in presidential elections, and possesses 11 seats in the U.S. House of Representatives.
