DEPENDING UPON QUALIFICATIONS

Work Schedule:

OFFICIAL CITY JOB DESCRIPTION:

https://virginia-beach-departments-docs.s3.amazonaws.com/city/job-descriptions-pay-plans/Office-Assistant-II-00190.pdf

MINIMUM REQUIREMENTS:

MINIMUMS: High school or GED plus one year (1) of experience in fields providing the required knowledge, skills and abilities, such as clerical or office assistant; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

ADDITIONAL REQUIREMENTS:

DMV Transcript: Not Required
CDL: Not Required
DOT History: Not Required
CPS Check: Required
Physical: Not Required
Respirator: Not Required
Polygraph Review: Not Required
Psychological Screening: Not Required
Attachments Required:

The City of Virginia Beach Department of Human Services is currently in search of an Office Assistant II. The ideal candidate should have experience in planning and organizing special events, as well as front-office experience for the Infant Program in Developmental Services Division.

Duties:

• Collect the program’s mail each morning and distribute it to the appropriate staff.
• Assist the Educator Supervisor with the development and mailing of the program’s quarterly newsletter
• Assist the Educator Supervisor with tasks related to staff celebrations, special occasions, expressions of thoughtfulness/ condolences, etc.
• Perform data entry of consumer information in program databases to include Cerner Millennium and Trac-It
• Ensure consumers’ physician certifications are tracked, returned signed from pediatricians, uploaded in Trac-It, and sent to the applicable therapy agency.
• Copy and maintain staff form packets for various consumer meetings (Assessment, Initial IFSP, 6-month, Annual, Transition, etc.).
• Work with Abacus staff to ensure program packets are always available for service coordinators’ use.
• Assume responsibility for ensuring the documents sent to the program’s contracted therapy agencies (via email, fax, or upload) are received. If not received, will ensure the documents are resent in a timely manner.
• Complete and send agency assessment calendars to agencies weekly.
• Ensure staff have access to and have reviewed new and/or updated administrative directives, administrative instructions, and/or policy and procedures, and maintain documentation of such.
• Ensure all staff are notified, receive, and complete annually required training and documentation of such is sent to DHS HR.
• Coordinate with the Virginia Beach Public School system to obtain and record data service coordinators need to effectively transition children to the school system.