Unit Secretary

Title: Unit Secretary

State Role Title: Admin and Office Spec III

Hiring Range: starting at $35,000 (commensurate based on experience)

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Western State Hospital

Agency Website: https://dbhds.virginia.gov/facilities/wsh/

Recruitment Type: General Public - G

Job Duties

Location: Western State Hospital
103 Valley Center Drive, Staunton, VA 24401.

Who We Are
Western State Hospital, part of the Virginia Department of Behavioral Health and Developmental Services (DBHDS), has been a leader in psychiatric treatment since 1828. WSH is a 302-bed Joint Commission/CMS-accredited psychiatric facility located in the scenic Shenandoah Valley. Just 30 minutes from vibrant university towns, our hospital serves adults with serious mental health needs and is nationally recognized for our Psychosocial Rehabilitation “Learning” programs.

WSH provides a modern clinical setting and a therapeutic environment for patients, supported by highly qualified staff. Employees also enjoy the beauty and tranquility of the Shenandoah Valley, with nearby cities such as Charlottesville and Harrisonburg offering dining, entertainment, and outdoor activities, making Staunton an attractive place to live and work.

Position Overview:
Western State Hospital is seeking a full time Unit Secretary to provide administrative / clerical support to the patient units; be the primary contact on assigned unit; and analyze discharged records for quantitative and qualitative deficiencies to ensure compliance with regulatory requirements and timely processing of records.

Key Responsibilities:
- Facilitate non-clinical orders specific to Unit Clerk scope of responsibility in an accurate and timely manner
- Responsible for patient labels and photo file maintenance
- Responsible for maintenance of the unit binders to include filing of documents, updating communication sheets
- Serves as the point of contact to request outside records for the healthcare team when requested, follows the request until the records are received, and notifies the provider when the record is available
- Responsible for submitting electronic supply requisitions per assigned schedule, ensuring adequate supplies are maintained at the Unit Level
- Responsible for electronic submission of dietary supply requisitions for assigned PCU (patient care unit)
- Responsible for patient transfers to another unit to send all contents of respective patient section of the unit binder as well as wristband, patient ID card (cardex), patient labels, photos and face sheets, checking appointments, and communicating with the receiving unit; the receiving unit also needs to check patient appointments. Interward transfer (form 37) includes the patient label, lab, MAK scan sheet, and emergency card.

Benefits Include:
o 13 Paid Holidays
o 12 Vacation Days
o 8 Sick Days
o 4 Family/Personal Days annually
o Low-cost, comprehensive Anthem or AETNA health insurance
o Short & Long-Term Disability Coverage
o Group Life and Optional Life Insurance
o Flexible Spending Accounts (FSA)
o Exclusive State Employee Discounts

Minimum Qualifications

- Experience in a clerical setting or experience working with patients
- Computer knowledge and experience with Microsoft Office
- Knowledgeable of hospital services, record keeping and medical terminology

Additional Considerations

- High school graduate, computer knowledge and experience with Microsoft Office
- Advanced training in health technology or business administration tasks
- Experience in a Health Information Management Department
- Bilingual
- Veteran or veteran spouse

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.

Application Requirements: Applications and résumés for this position are accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you clearly and specifically detail all relevant work experience; we will not make assumptions about your qualifications.

Background Investigation: All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.

Under Virginia Code §§ 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services (DBHDS) cannot employ or utilize as volunteers, individuals convicted of specific ("barrier") crimes or those with pending "barrier" charges.

Reasonable Accommodations: Reasonable accommodations are available to individuals with disabilities during the application and/or interview process in accordance with the Americans with Disabilities Act. If you require assistance or accommodation, please notify Human Resources at (540) 332-8300 during business hours (8:00 a.m. to 5:00 p.m.).

Equal Opportunity: The Commonwealth of Virginia is committed to conducting all aspects of human resource management 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.* There shall be no retaliation against anyone making allegations of violations of this policy.

Veteran Preference: DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We strongly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply to the state application and respond accordingly.

Contact Information

Name: Samantha Leep

Phone: 540-332-8306

Email: samantha.leep@dbhds.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.