The Georgia Department of Behavioral Health and Developmental Disabilities (DBHDD) is the state agency that focuses solely on policies, programs, and services for people with mental health challenges, substance use disorders, intellectual and developmental disabilities, or any combination of these. As Georgia’s public safety net, DBHDD operates six field offices and five hospitals throughout the state within three program areas: behavioral health, developmental disabilities and hospital services.

The main office for DBHDD is located in downtown Atlanta.

Job Description

Job Title: Administrative Assistant

Pay Grade: G

Job Summary:

Perform a wide variety of professional, high-level administrative departmental responsibilities including calendar management, travel arrangements, coordination meetings, trainings and conferences, budget and finance management, preparation of personnel documents, contracts/procurement management, and other assignments in line with the mission of the organization.

Essential duties and responsibilities

• Provide direct administrative support to 2 offices (Office of Adult Mental Health & Office of Children, Young Adults & Families) within the Division of Behavioral Health to include managing an extremely active calendar of appointments/meetings, composing and preparing correspondence and arranging complex and detailed travel plans and itineraries.

• Assist with complex duties in the areas of office operations, research, programs, project management, initiation/processing payment of numerous contract and consultation for the department.

• Provide project assistance for initiatives as assigned by the office directors.

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the 2 offices within the Division of Behavioral Health.

• Serve as a liaison between BH Directors, other DBHDD Directors and Commissioner and Chief level management teams in the coordination of executive meeting and/or gathering and providing program related information.

• Manage and coordinate a variety of special projects as assigned by the 2 Office Directors within the Division of Behavioral Health and provide leadership to build relationships crucial to the success of the organization.

• Plan, coordinate and schedule a high volume of internal and external meetings, statewide conferences and/or training, teleconferences, and travel engagements.

• Prepare meeting notices, agendas and relevant materials for various meeting for the 2 offices within the Division of Behavioral Health. Manage meetings logistics and room reservations; attend meetings and take minutes for distribution.

• Research, prioritize, and follow through on incoming issues and concerns addressed to the supported management, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Coordinate and communicate all activities and events for the 2 offices within the Division of Behavioral Health.

• Ensure agency/departmental communication is disseminated among staff for the 2 offices within the Division of Behavioral Health.

• Assist with management of the maintenance of office equipment including copiers, printers, fax machines and etc.

• Process and track the ordering of office supplies and various invoice payments (i.e. Verizon, Interpreter Services, PGI, RICOH and etc.) within the 2 offices within the Division of Behavioral Health from beginning to end.

• Manage and coordinate human resources activities such as preparing and submitting personnel and position actions, organizing and maintaining personnel records.

• Confer with Human Resources personnel regarding job postings, applicants, new hires, discipline, Worker’s Comp. incidents, and ongoing personnel matters and questions.

• Provide, coordinate and schedule appropriate orientation for new hires for the 2 offices within the Division of Behavioral Health.

• Serve as an expert and organizational resource for the 2 offices within the Division of Behavioral Health.

• Develop and/or revise procedures and processes to maximize operational efficiency and adjust to changing demands.

• Provide successful training and/or assistance the 2 offices staff within DBHDD as needed.

• Perform other relevant duties as assigned.

Qualifications and Requirements

• Excellent Time Management and Multitasking Skills
• Computer Literacy; Proficiency in MS Office Suite (Microsoft Word, Excel, Outlook, PowerPoint, OneNote and OneDrive)
• Concur Travel Systems & PeopleSoft Applications
• Good Planning and Organizational Skills
• Well-developed Verbal, Listening, and Written Communications Skills
• Ability to work independently or as a Team Player
• Attention to Detail and a High Level of Accuracy and Confidentiality
• Ability to Maintain a Professional Appearance and Manner

Benefits

In addition to a competitive salary & benefits, GA Department of Behavioral Health and Developmental Disabilities is part of a statewide initiative called Total Rewards that seeks to attract and retain employees by supplementing their base pay and benefits with programs designed to improve the quality of their work environment and lead to greater job satisfaction and work/life balance. Eligible employees are offered generous benefits, including health and dental insurance; retirement and savings plan options; and paid holidays, vacation and sick leave. For more information, visit https://dbhdd.georgia.gov/benefits

Employment Requirements
To ensure the safety and wellbeing of our employees, individuals and communities we serve, certain positions within DBHDD may require evaluations, vaccinations, professional licensure and certifications. Licenses must be current and enable providers to practice within the State of Georgia.

The following are a listing of evaluations and vaccinations that may be required for employees, including those not involved with direct care:

• Drug Screening
• TB Evaluation
• Annual Influenza*

• Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.

DBHDD is an Equal Opportunity Employer
It is the policy of DBHDD to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.

Due to the volume of applications received, we are unable to provide information on application status by phone or e-mail. All qualified applicants will be considered but may not necessarily receive an interview. Selected applicants will be contacted by the hiring agency for next steps in the selection process.

This position is subject to close at any time once a satisfactory applicant pool has been identified.

FOR THIS TYPE OF EMPLOYMENT, STATE LAW REQUIRES A NATIONAL AND STATE BACKGROUND CHECK AS A CONDITION OF EMPLOYMENT.

When applying for this position, you will be asked if you meet the minimum qualifications for this position as stated below and may possibly be presented with additional questions to assess preferred qualifications. Preference will be given to applicants who meet one or more of the preferred qualifications and have demonstrated relevant experience clearly indicated in their work history.