Administrative Services Associate

2 weeks ago

Arlington, Virginia, United States Arlington County, VA Full time
Salary: $56, $87,089.60 Annually

Location : Arlington, VA

Job Type: Full-Time Permanent

Position Information

Arlington County's Department of Human Services (DHS) is on the lookout for a dedicated Customer Service Specialist to join our Public Health Division. This role involves a diverse range of responsibilities aimed at supporting the Finance and Administrative Support Services Team. The selected candidate will utilize various technological applications to perform an array of technical and administrative tasks in support of the Parent Infant Education (PIE) Program, the School Health Bureau, the Environmental Health Unit, Vital Records, and other division initiatives.

The Customer Service Specialist will act as the primary point of contact for a culturally diverse clientele, both internal and external, seeking information, referrals, and additional services.

Key Responsibilities:
  • Responding to all incoming calls with a strong customer service focus, identifying the purpose of calls, and either routing them appropriately or addressing client needs directly;
  • Facilitating client intake processes by explaining procedures, managing paperwork, scheduling appointments, and entering relevant demographic and program data into the electronic health record;
  • Overseeing the Virginia Vital Events and Screening Tracking System (VVESTS) to issue vital records for Virginia residents;
  • Preparing doctors' orders and physician certifications for completion by providers;
  • Issuing permits for out-of-state transit, disinterment, and reinterment, as well as non-contagious disease letters to clients;
  • Processing applications for birth, death, marriage, and divorce certificates, ensuring compliance with Virginia Code;
  • Collecting payments from clients and providing receipts;
  • Preparing correspondence and assembling materials for mass mailings; and
  • Delivering exceptional customer service as a central access point to all DHS services.
The ideal candidate will be proficient in various computer software systems, possess excellent verbal and telephone communication skills, and demonstrate flexibility, sensitivity, and professionalism in a high-volume, fast-paced customer service environment.

Arlington County DHS is committed to providing client services in an effective, equitable, respectful, and trauma-informed manner. Our staff is dedicated to ensuring that clients are approached and engaged in ways that reflect an understanding of cultural identity, diversity, and individual needs.

Selection Criteria

Minimum Qualifications:
  • Completion of high school or vocational school requirements, a GED certificate, or equivalent; and
  • Some experience in administrative support and customer service within a human services context.
Substitution: Completion of college coursework from an accredited institution may substitute for the experience requirement.

Preferred Qualifications: Preference may be given to candidates with:
  • Significant experience in a customer service role, either in-person or via phone, in a high-volume or human services setting;
  • Experience using multiple technology platforms and databases for data entry and updates;
  • Proficiency in Microsoft Word and Excel for creating correspondence, spreadsheets, and other sensitive documents; and/or
  • Experience in processing business transactions and detailed applications/forms for submission to state agencies.
Special Requirements:

Background Check: A pre-employment criminal records check will be conducted, which may include checks of criminal records, driving records, education, professional licensure, and credit history.

Work Hours: Core work hours are typically between 8:00 am to 5:00 pm, Monday through Friday, with flexibility required due to the nature of Public Health work.

All Customer Service Specialists are eligible for County government employee benefits, including health, dental, vacation, and sick leave, as well as a generous retirement plan.

Arlington County is committed to advancing diversity, equity, access, and inclusion across all services and programs.

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