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Administrative Coordinator

2 months ago

Decatur, Illinois, United States State of Georgia Full time

  • External

The Georgia Department of Behavioral Health and Developmental Disabilities (DBHDD) is dedicated to enhancing the lives of individuals facing mental health challenges, substance use disorders, and developmental disabilities.

As a crucial component of Georgia's public health infrastructure, DBHDD manages multiple field offices and healthcare facilities across the state, focusing on three primary areas: behavioral health, developmental disabilities, and hospital services.
The main office for DBHDD is situated in downtown Atlanta.
Job Overview

Position Title:
Administrative Coordinator - Region 3

Pay Grade:
F

Role Summary:


Under the general guidance of the Regional Service Administrator (RSA), the individual in this role will undertake a variety of administrative tasks to support designated functions or program areas. Responsibilities may involve handling sensitive information and require a high level of discretion. The role may also entail researching, analyzing, and resolving program-related data or issues. The Administrative Coordinator will draft documents, reports, or presentations and serve as a representative of the program or unit, providing information and assistance to both internal and external stakeholders.

Individuals in this position may need additional training or experience to achieve full proficiency in their responsibilities.

Key Responsibilities

Administrative Support:
Provide comprehensive administrative assistance to Regional Services Administrators and team members.
Act as a communication bridge between the RSA, team members, service providers, and external representatives.
Organize, track, and prepare data for submission to the State Office, which may include requests beyond the assigned region.
Disseminate communications to providers, including training notifications, meeting schedules, policy updates, and announcements.
Maintain up-to-date provider information, including contact details, contracts, and distribution lists, while assisting with research and follow-up on specific constituent service complaints.

Ensure effective communication with staff regarding training notifications, meeting schedules, policy updates, and maintain access to calendars for all region-based personnel.

Office Management:
Oversee staff weekly schedules.
Serve as the Office Manager for supplies and equipment.
Maintain inventory of supplies and assigned regional printers for staff.
Customer Engagement:
Act as the point of contact in the Regional Office for welcoming visitors, managing mail, and answering phone inquiries.

Provide basic information, guidance, and assistance to parents, individuals, and providers regarding various social service issues, including available services and resources.

Refer complex matters to the appropriate clinician or staff member.
Ensure that the general voicemail box is monitored, with responses provided within one business day.

Employee Relations:
Complete HR forms on behalf of Regional Field Office management, track submissions, and coordinate with the Regional Coordinator for processing.

Maintain regional personnel files for BH staff, granting access to relevant managers as necessary.

Track leave and timekeeping in KRONOS and PeopleSoft, serving as a Subject Matter Expert for CONCUR; enter travel requests for RSA and team members, with some travel required.

Organize conferences and meetings for staff.
Act as the Driver Certification Coordinator for administrative staff.
Serve as the Telework Coordinator for BH staff.

Travel Requirements:
(average 15%) within the region.
Knowledge, Skills, and Abilities:
- Strong organizational skills with meticulous attention to detail.
- Excellent written, verbal, presentation, and facilitation skills.
- Ability to exercise sound judgment and resolve issues under pressure.
- Proficiency in Microsoft Teams, Webex, and Microsoft Suite, including Word, Excel, and PowerPoint.
- Exceptional customer service skills, with the ability to engage with diverse populations.
- Previous experience in an administrative support role.
- Knowledge of behavioral health, addictive diseases, and intellectual disabilities.
- Experience in providing customer service to the public, including vulnerable populations.
- Familiarity with documentation, presentations, and report generation.
- Experience in processing invoices.
- Creative problem-solving abilities.
- Capacity to manage multiple tasks simultaneously.

Qualifications:


Completion of an Associate degree from an accredited institution AND one year of relevant experience OR two years of experience in a comparable role.

Minimum Qualifications:
Associate's degree from an accredited institution or two years of relevant experience.

Benefits:


In addition to a competitive salary and benefits package, the Georgia Department of Behavioral Health and Developmental Disabilities participates in a statewide initiative called Total Rewards, aimed at attracting and retaining employees by enhancing their work environment and promoting job satisfaction and work/life balance.

Eligible employees receive generous benefits, including health and dental insurance, retirement and savings plan options, and paid holidays, vacation, and sick leave.


Employment Requirements:


To ensure the safety and well-being of employees and the communities served, certain positions within DBHDD may require evaluations, vaccinations, professional licensure, and certifications. Licenses must be current and valid within the State of Georgia.
Evaluations and vaccinations may include:
- 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, committed to providing equal employment opportunities to all individuals 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.This position may close at any time once a satisfactory applicant pool has been identified.

Additional Information:

Agency Logo:

Requisition ID:
ADM0HBC

Number of Openings: 1

Shift:
Day Job

Posting End Date:
Not specified.