Administrative Assistant 2, LTC Programs (00081319) bei Georgia Department of Community Health

About the Department

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.

Position Duties

Under general supervision, the Administrative Assistant 2 position works directly with senior management, performs advanced and diversified secretarial/clerical duties requiring broad and comprehensive experience, skill and knowledge of organization policies and procedures in support of the department. Completes administrative tasks and special projects as requested not limited to the areas of personnel, budgeting, and management of records. May be cross trained in various assignments related to the operation of the department. The applicant must have excellent organizational skills with the ability to prioritize assignments. The applicant must be a team player, flexible, adaptable to changing circumstances, and have an exceptional customer service attitude and professionalism. Additionally, this position performs the following job duties.

• 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 facilities office.
• 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 complainant and facilities after complaints have been totally resolved and closed.
• Demonstrate intermediate to advanced knowledge and use of Microsoft Office Products (word and excel).
• Display excellent customer service skills, computer skills and the ability to multi-task.
• Display a high level of effort, commitment, and a sense of urgency to meeting deadlines and due dates for assigned work and tasks. 
• Operate effectively within the organizational structure by demonstrating trustworthiness and responsible behavior.
• Effectively operate multiple database systems to review and make timely 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

• Recent work experience in an Admin Support or Admin Assistant position within the past six months;
• Self-starter, work with a sense of urgency;
• Positive attitude with excellent verbal and written communication skills;
• Ability to work well under pressure in an empathetic and professional manner;
• Ability to multi-task, problem-solve, and maintain effective relationships with multi-level personnel and internal/external customers;
• Recent experience and working knowledge of Microsoft Office Suite including, but not limited to, the following:
  • Word – document creation, formatting, official correspondence
  • Excel – data tracking, spreadsheets, formulas, filtering/sorting
  • Outlook – calendar coordination, scheduling, professional email management)
  • Adobe Acrobat Pro – PDF creation, editing, and form completion
  • Google Workspace – occasionally used for collaboration (Docs, Sheets, Drive)

Other Qualifications

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 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. Candidates may be required to take a knowledge and skills assessment as part of the application process.

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