Administrative Assistant to Operations

Title: Administrative Assistant to Operations

State Role Title: Admin and Office Spec III

Hiring Range: $20-$22 per hour

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Central Office

Agency Website: www.dbhds.virginia.gov

Recruitment Type: General Public - G

Job Duties

This position is wage/hourly and will work Monday-Friday, during core business hours of 8:00 am to 5:00 pm. There are no state benefits offered with this position. This position is authorized to work for a renewable, maximum of 1500 hours per year.

The Department of Behavioral Health and Developmental Services (DBHDS) is seeking a highly skilled professional accustomed to working with a vast level of autonomy to provide statewide administrative support to the Office of Human Rights (OHR). This position is responsible for administrative support to each of the five (5) regions and the facility operations team, to include interaction with OHR leadership, managers, advocates, and other stakeholders by handling a variety of tasks in order to ensure that all office mandates are fulfilled and interactions between OHR/DBHDS and others are positive and productive. Position is located onsite at DBHDS Central Office. Limited telework option available after probationary period.

Additional Duties Include

• Initial review and triage of new provider policies.
• Administratively issuing corrective action plans for identified human rights violations.
• Distributing Local Human Rights Committee (LHRC) fact-finding hearing materials to provider directors and LHRC members.
• Uploading LHRC agendas and minutes onto the Commonwealth Calendar.
• Creating and maintaining updated LHRC rosters.
• Pursuing and tracking annual provider information forms and newly licensed provider contact forms.
• Providing primary support to fulfill FOIA requests.
• Providing coverage in deleting, reopening, and administratively closing reports in the OHR web-based reporting system.
• Providing daily coverage for the central office phone/voicemail service.
• Providing administrative and quality assurance support in the review and maintenance of tracking OHR code mandated activities.
  
  

Minimum Qualifications

• Extensive knowledge of office practices and procedures.
• Experience providing support to a team of professional staff in an office setting.
• Experience collecting and distributing meeting documentation.
• Experience operating a computer and automated systems including MS Office, Adobe, TEAMS, SharePoint, Internet Explorer and Chrome.
• Experience creating, manipulating, and maintaining spreadsheets.
• Excellent time management skills, with the ability to work with minimal supervision.
• Excellent verbal and written communication skills, as well as exceptional customer service skills with internal and external customers.
• Ability to establish effective working relationships.
• Ability to manage diverse assignments and maintain accurate records/tracking mechanisms.
  
  

Additional Considerations

• Previous experience as an administrative assistant or providing office support.
• Knowledge concerning general principals of advocacy or public and private human service delivery systems, or DBHDS licensed services and Medicaid funded programs.
  
  

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.

For consideration, interested applicants must apply by completing the online application and/or submit a resume. However, emailed, faxed, and hand-delivered applications and/or resumes will not be accepted. Applications must be submitted by 11:55 p.m., on the listed closing date. Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act.

DBHDS welcomes all applicants authorized to work in the U.S. For more information on how to seek this authorization, please refer to Working in the United States or contact the U.S. Citizenship and Immigration Services office directly.

For any technical assistance with the jobs.virginia.gov website, please contact applicantinquiry@dhrm.virginia.gov.

Contact Information

Name: ShaKiera Miles

Phone: N/A

Email: shakiera.miles@dbhds.virginia.gov - Inquiries Only/No Submissions, to include resumes.

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.