Admin Assistant 2 (00081431)

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Job Title:

Admin Assistant 2 (00081431)

Agency:

Department of Community Health

Job Requisition ID:

JR0000003757

Shift:

Any (United States of America)

Compensation Details:

$33,042.45 - $43,000.00

Job Description:

Pay Grade: G

The Georgia Department of Community Health (DCH) is one of Georgia's four health agencies serving the state's growing population of over 10 million people. DCH serves as the lead agency for Medicaid, oversees the State Health Benefit Plan (SHBP) and Healthcare Facility Regulation, impacting one in four Georgians.

Through effective planning, purchasing and oversight, DCH provides access to affordable, quality health care to millions of Georgians, including some of the state's most vulnerable and under-served populations. Six enterprise offices support the work of the agency’s three program divisions. DCH employees are based in Atlanta, Cordele and across the state.

DCH is committed to providing superior Customer Service and Communication, embracing Teamwork and fostering Accountability to ensure that our internal and external customers and stakeholders feel included, respected, engaged and secure. DCH is currently seeking applications from qualified candidates for the position of Administrative Assistant 2, Long- Term Care Program with the Healthcare Facility Regulation Division. This position reports directly to the Administrative Assistant Supervisor of the LTC Program. This is a full-time, hybrid position that requires in-office and remote work with the approval of the supervisor. The days and frequency in the office may change at any time during employment based on the business needs of the organization.

Job Responsibilities

Under general supervision of administrative assistant supervisor, this position works directly with senior management, performs advanced and diversified secretarial and clerical duties requiring broad and comprehensive experience, skill and knowledge of organization policies and procedures in support of the department. This position completes administrative tasks and special projects as requested are not limited to the areas of personnel, budgeting, and management of records. This position may be cross trained in various assignments related to the operation of the department. This list is not exhaustive and may include additional duties and qualifications as needed.

• Perform general office procedures to include processing of mail, answering of telephone, use copier, and procedures that lead to efficiency and effectiveness of the office.
• Assist in providing a variety of administrative and clerical support functions to facilitate the workflow of the office facilities.
• Display a high level of effort and commitment to performing work; operates effectively within the organizational structure; demonstrates trustworthiness and responsible behavior.
• Gather, compile, and analyze data to meet the needs of the long-term care program.
• Conduct and coordinate operational and related research to support strategic and business planning for the long-term care program.
• Run report queries monthly and distributes in accordance with defined protocol.
• Receive end-of-month database report from the QIES/ASPEN coordinator and distribute to appropriate long-term care staff.
• Open previously created shells and upload kits once the initial survey information is provided.
• Open shells; perform final kit updates; and close kits in ACO database.
• Close complaints in database (if it is a complaint)
• Prepare documents for Laser Fiche for processing and records retention.
• Retrieve all supporting documentation from surveyors for nursing home surveys and routes immediately upon receipt.
• Maintain floor plans and tracking spreadsheet for each nursing home facility.
• Pull Facility Incident Reports for all staff as needed and distribute them with survey packets.
• Close recertification kits when all documents have been received after the kit has been uploaded.
• Mail letters to complainants and facilities after complaints have been totally resolved and closed.
• Proficient in Office Products (word and excel).
• Display excellent customer service skills, computer skills and the ability to multi-task.
• Effectively operate multiple database systems to review and make updates as necessary.
• Assist with processing NH permits.
• Input data from various sources in database systems.
• Perform other duties as assigned in the fulfillment of the needs of the Healthcare Facility Regulation Division

Minimum Qualifications

High school diploma/GED and three (3) years of job-related experience; or one (1) year of experience required at the lower-level Admin Assistant 1 (GST050) or position equivalent.

Preferred Qualifications: Preference will be given to candidates that have an administrative support/assistant background and in addition to meeting the qualifications listed above, possess the following:

• Preference given to applicants who have held an Administrative Support position within the past six months
• Self-starter with excellent verbal and written communication skills
• Ability to work under pressure in an empathetic and professional manner
• Strong multitasking and problem-solving skills
• Ability to maintain effective relationships with multi-level personnel and customers
• Proficiency in Microsoft Office applications
• Demonstrated professional customer service skills
• Excellent organizational skills with the ability to prioritize assignments
• Team player with flexibility and an exceptional customer service attitude

Probationary Period (90-day):Please note that this role includes a 90-day probationary period, during which both parties will have the opportunity to assess the fit for long-term employment.

• The new or transferring employee is responsible for actively seeking performance-related feedback from their supervisor throughout the 90-calendar day probationary period.
• Supervisors are required to inform the employee in writing that their performance is being evaluated as part of this policy and to regularly discuss and document feedback during the probationary period.
• By the end of the probationary period, employees must meet performance expectations, including demonstrating the requisite skills, completing required training, producing timely and quality work, meeting attendance requirements, exhibiting professional behavior, and fostering effective workplace relationships.
• If an employee fails to meet these expectations or shows insufficient progress, DCH may terminate employment at any time during the probationary period.

Please note that nothing in this policy guarantees continued employment for 90 days, nor does it delay or prevent termination at any point before or after the probationary period.

Additional Information

EARN MORE THAN A SALARY! In addition to a competitive salary, the Georgia Department of Community Health offers a generous benefits package, which includes employee retirement plan; paid holidays annually; vacation and sick leave; health, dental, vision, legal, disability, accidental death and dismemberment, health and child care spending account.

Due to the volume of applications received, we are unable to provide information on application status by phone or e-mail. All qualified applicants (internal or external) 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. Applicants who are not selected will not receive notification.

THIS POSITION IS SUBJECT TO CLOSE AT ANY TIME ONCE A SATISFACTORY APPLICANT POOL HAS BEEN IDENTIFIED. APPLICATIONS WITHOUT WORK EXPERIENCE LISTED WILL NOT BE CONSIDERED. CURRENT GEORGIA STATE GOVERNMENT EMPLOYEES WILL BE SUBJECT TO STATE PERSONNEL BOARD (SPB) RULE PROVISIONS. THE POSITION MAY BE FILLED AT A LOWER OR HIGHER POSITION LEVEL.

This position is unclassified and employment is at-will. Candidates for this position are subject to a pre-employment background history and reference check.

For more information about this job and other career opportunities with DCH, please visit our Careers Page: https://www.governmentjobs.com/careers/dchga.

Minimum Qualifications:

High school diploma/GED and three (3) years of job-related experience; or one (1) year of experience required at the lower level Admin Assistant 1 (GST050) or position equivalent. -.

Equal Employment Opportunity Employer

The State of Georgia does not discriminate based on race, color, national origin, sex, religion, age, disability, or other protected categories in employment or the provision of services.Qualified applicants may request reasonable accommodation when needed during the application and/or screening process by contacting the appropriate agency Human Resources department.