Department:
HUMAN RESOURCES
Compensation Grade:
G16
Compensation Range & Starting Salary:
$36,940.80 - $57,574.40
Starting salary may be negotiable based on qualifications
Job Exempt (If No, Position is eligible for overtime):
No
Scheduled Weekly Hours:
40
About Us:
Recognized as one of America’s Best-In-State Employers for 2024, the City of Virginia Beach is proud to offer a diverse and dynamic work environment. Our workforce plays a crucial role in delivering exceptional government services to both our citizens and fellow City employees. Apply now to join an organization where you truly make a difference.
Job Duties and Preferred Qualifications:
The Account Clerk will provide support to the leave and absence management program on the Employee Relations team. Individual will establish and maintain effective working relationships with employees, supervisors, and others at various levels of the organization; maintain confidential information; work effectively and efficiently under pressure and perform routine office duties as required; work in a fast paced environment and effectively coordinate competing deadlines; demonstrate proficiency in the application of Microsoft Office Suite products and an HRIS program; prepare reports and general correspondence; coordinate records retention; communicate effectively orally and in writing; participates in division or department projects by researching or providing relevant information.
Representative Work Functions and Responsibilities: In addition to the duties outlined in the City job description, the following duties are specific to the position within the Employee Relations Division of Human Resources.
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Coordinates and administers leave under the Family and Medical Leave Act (FMLA) in accordance with federal, state, local, and City regulations.
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Manages a high volume of leave of absence cases, including daily intake of employee inquiries and requests.
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Provides employees with required FMLA forms, explains completion requirements, and tracks statutory deadlines.
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Reviews completed medical certifications and related documentation for completeness and compliance.
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Processes FMLA eligibility determinations in InSITE and VBTime.
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Performs recordkeeping, data entry, and maintenance of highly confidential leave files.
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Runs FMLA and leave-related reports in InSITE and VBTime.
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Provides timely, accurate responses to employees and supervisors on day-to-day leave issues.
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Maintains routine coordination with Occupational Health Services for healthcare certification tracking.
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Remains current on applicable leave laws and regulatory updates.
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Attends training and professional development related to leave administration.
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Seeks supervisory guidance as appropriate.
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Serves as the first point of contact for the Occupational Health Clinic; greets employees and manages check-in/check-out processes.
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Verifies employee identity, department, and appointment status.
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Schedules, confirms, cancels, and reschedules occupational health appointments.
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Manages high-volume inbound and outbound phone calls related to clinic operations.
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Routes clinical inquiries to licensed medical staff without engaging in clinical decision-making.
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Maintains accurate administrative records within the occupational health clinic management system.
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Creates, updates, and closes administrative occupational health case files.
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Scans, uploads, indexes, and organizes clinic documentation electronically.
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Tracks required forms, releases, and acknowledgments.
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Distributes and collects non-clinical paperwork.
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Prepares daily provider schedules and operational workflow support documents.
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Monitors employee wait times and communicates delays.
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Coordinates administrative scheduling for post-offer physicals, fitness-for-duty exams, drug screenings, and immunization appointments.
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Tracks no-shows, late arrivals, and appointment reschedules.
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Generates routine operational reports related to clinic volume, case status, and trends.
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Supports administrative tracking for workers’ compensation and transitional duty cases.
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Interfaces with Human Resources, Risk Management, Safety, and departmental supervisors for scheduling, documentation, and workflow coordination.
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Maintains clinic office supply inventory for non-medical materials.
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Ensures proper document retention and records management standards.
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Maintains strict confidentiality of employee records and sensitive employment information.
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Assists with audits, compliance documentation, and continuous process improvement initiatives.
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Supports clinic leadership with special projects and data requests.
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Performs clerical duties including copying, mail handling, secure shredding, and file maintenance.
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Provides direct administrative support to the overall operations of the ER Division.
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Prepares and coordinates complex, confidential correspondence, reports, forms, agendas, and presentations.
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Understands and interprets City policies and procedures related to employee relations.
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Participates in division and departmental projects by researching and providing relevant information.
The ideal candidate will have:
- Prior administrative, HR, or healthcare administration experience preferred.
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Strong organization and multitasking skills.
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Proficiency in Microsoft Office applications and experience with HRIS or leave management systems a plus.
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Ability to maintain confidentiality and handle sensitive situations.
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Effective written and verbal communication.
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Ability to work independently, solve problems, and prioritize tasks.
The City offers a generous benefits package such as health, dental, and life insurance, retirement and savings plan. Other key benefits include:
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13 holidays
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Annual and sick leave
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Maternity/paternity and parental leave
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Tuition Reimbursement
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Employee Assistance Program
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Professional Development
**This position is open until filled. Applications will be reviewed on an ongoing basis. Once the appropriate pool has been established, it will be closed.**
Additional requirements:
- DMV Transcript: No
- CDL: No
- Drug & Alcohol Clearinghouse: No
- CPS Check: No
- Physical: No
- Respirator: No
- Psychological Screening: No
- Polygraph: No
- At Will: No
Minimum Requirements:
Minimum Qualifications: High school or GED plus two (2) years’ experience in fields providing the required knowledge, skills and abilities, such as clerical accounting or bookkeeping; 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. May require a passing score of thirty (30) words per minute on a typing test.
Skills:
Absence Management, Communication, Microsoft Office, Occupational Health
Working Conditions:
Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City’s business.
The Working Conditions Summary is intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of the position in the noted job profile. Please copy and paste the URL below into your web browser to view the Working Conditions Summary for this position.
chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/file:///C:/Users/nmbrown/Downloads/B.002365.1-2026-07-22T18_23_12.166Z.pdf
Official Job Descriptions:
To browse official job descriptions, please access this link - https://virginiabeach.gov/careers/job-descriptions-pay-plans?search=&group=E
VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.
Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.
Equal Employment Opportunity (EEO) Statement: The City of Virginia Beach is an equal opportunity employer and is committed to providing a diverse and inclusive work environment. We do not discriminate against any applicant or employee on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status as defined by applicable law.
