Executive Secretary- Region 5 Field Office- Savannah

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:  Executive Secretary – Region 5 Field Office- Savannah

Pay Grade: G

Job Summary:

Under broad supervision of the Regional Service Administrator (RSA), the person in this position is responsible for performing a wide range of office administration duties for assigned functions or program areas, duties may be complex in nature and may involve confidential information.  May research, investigate, and/or resolve program data or issues.  Draft documentation, reports, or presentations.  Represents program or unit, provides information and assistance to internal and external customers.  Incumbents at this level may require additional training or experience to gain full proficiency in some or all of the job responsibilities.

Executive Secretary Job Responsibilities

BH Administration

Assisting Staff and RSA

Manage the administrative needs of the office and be the first point of contact between the public and the RFO. Answer the phone for the Region and appropriately screen. Greet and assist visitors in a courteous, professional and timely manner.

Provide administrative support to Regional Services Administrators and staff Management

Serve as liaison between the RSA and team members, Service Providers and External Representatives

Planning, tracking, and organizing data for submission to the State Office; may include requests beyond the assigned region,

Distribute communications to Providers such as training notifications, various meetings, policy updates, division updates, announcements, etc.

Maintain Provider Information such as contact information, contracts, distribution lists, and assist with research/follow-up on certain Constituent Service complaints

Distribute communications to staff such as training notifications, various meetings, policy updates, division updates, announcements, and maintain access to calendars of all region-based staff

Manage daily flow of incoming and outgoing correspondence, distribute timely within the office.

Make needed travel arrangements, prepare and submit associated documents for processing for RSA or as assigned.

Arrange meetings and send notification to participants, transcribe meeting minutes, maintain RSVP log as needed.

Give inquiries, complaints, and requests to appropriate staff. Inform RSA of issues that require urgent attention.

Use equipment with judgement and equipment to perform administrative, clerical and secretarial duties in support of the RSA and BH staff. Assist DD as needed.

Maintain and order supplies, materials or equipment as needed per staff or the office. 

Track and log office equipment to include equipment and mobile devices; update inventory sheet as needed.

Coordinate repairs of office equipment and/ or building as necessary.

Perform HR duties to include Timekeeper of leave and accrual balances for BH staff, ensure leave request are entered correctly, errors resolved and assist RSA with approvals in Kronos, onboard new employees, deactivate employees who resign and/ or terminated, maintain BH staff personal files in an orderly and systematic manner.

Review and process invoices for payment in SOA system to include Verizon, Nursing and Global Services, language

Use equipment with judgement and equipment to perform administrative, clerical and secretarial duties in support of the RSA and BH staff. Assist DD as needed.

Maintain Supply Inventory

Maintain Inventory of Assigned Regional Printers for Staff

Customer Service

Serve as the liaison in the Regional Office for greeting visitors, processing mail, answering phones, etc.

Provide basic education, instruction, data, and assistance to parents, individuals, and providers on various social service issues such as available services, benefits, resources, etc.

Refer complex issues to the appropriate clinician or other staff

Maintain Provider Information such as contact information, contracts, distribution lists, etc.

Ensures that general voicemail box is monitored, and responses made in 1 business day

Employee Relations

Complete HR forms on behalf of Regional Field Office management, tracks same, and coordinate with the Regional Coordinator to ensure processing

Actively maintain BH Staff REGIONAL Personnel Files; grants access to appropriate mangers as needed

Maintain leave tracker and timekeeping in KRONOS, PeopleSoft, Serve as CONCUR Subject Matter Expert; enter travel in Concur for RSA/Team, - Travel maybe required

Maintain inter-office HR procedures for RSA and BH Management

Maintain Staff REGIONAL Personnel Files

Arrange conferences and meetings for Staff

Driver Certification Coordinator for Admin and staff

Telework Coordinator for BH Staff

Some travel: (average 15%) Dekalb, Fulton, Clayton, Gwinnett, Rockdale and Newton County

Community Participation

Attend relevant meetings such as RCCs, CCMs, Quarterly Collaboratives, conferences, regional and central office meetings and other

Relevant meeting and assist in the development, planning and presentation of training to stakeholders, community and within the newly formed training series

Training and Continuing Education

Ensure up to date on all state-wide training especially Ethics, Security, Sexual Harassment, HIPPA, Confidentiality and other required trainings

Accepts Assignments

Accepts assignments from RSA or Special projects and completes within time frames with these laws and guidelines.

Knowledge, Skills and Abilities (KSA’s or, Nice to haves)

Strong organizational skills and ability to pay close attention to details.

Strong written, verbal, presentation and facilitation skills.

Ability to exercise good judgment and solve problems under pressure.

Experience in Microsoft Teams, Webex and Microsoft Suite including but not limited to: Word, Excel, PowerPoint, etc.

Exceptional customer service and the ability to work with the public and individuals from diverse backgrounds, groups, and sectors.

Previous experience as an Administrative Assistant

Knowledge of Behavioral Health, Addictive Disease and Intellectual Disabilities.  

Experience providing customer service to the public including the homeless and indigent population. 

Experience with documentation, presentations and generating reports

Experience generating and processing invoices

Creative Thinking and Ability to multitask

8:00 a.m. – 5:00 p.m. Monday through Friday

Preferred Qualifications:

Associate’s degree

Excellent skills managing confidential files

Excellent Customer service skills

Ability to communicate and write clearly in English

Proficient with Microsoft Office

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.