Office Admin Assistant

Pay Grade: H

Who we are. We protect lives.The Georgia Department of Public Health is the lead agency entrusted by the people of Georgia to proudly protect lives and promote healthy lifestyles in diverse communities statewide. We are committed to preventing disease, injury, and disability; promoting health and well-being; and preparing the State of Georgia for responding to disasters.
What we offer.As a member of the Georgia Department of Public Health team, you will join a passionate group of individuals who are dedicated to making an impact. No matter your role, you will individually contribute to protecting the lives of all Georgians while receiving a wide range of benefits, so you can:

• Make a Professional Impact - Build your career where it matters and protect lives in the community where you live, work, and play
• Enjoy Workplace Flexibility - Experience flexibility in how you work so you can be your best self for you and Georgia Residents
• Work with a Dynamic and Diverse Team- Collaborative and inclusive way of working where employees share ideas and leverage collective strengths
• Achieve Career Longevity - Countless opportunities for continuous learning/development that support a long-term career
• Take Part in a Hands-on Working Culture - Unique culture of active engagement and problem-solving, no matter your role
• Feel Pride in Where you Work - Be part of making an impact in public health alongside dedicated people just like you

As a Office Admin Assistant within the Division of Emergency Medical Services, Health Protection/EM PREP Section at the Georgia Department of Public Health, you will join a dedicated group of public health professionals that help support the overall mission and vision of protecting lives of Georgian residents in a variety of ways.
We are looking for a detail oriented, enthusiastic individual with exceptional communications skills, a professional appearance, and the ability to multi-task with limited to broad supervision. Duties will include answering telephone calls, greeting visitors and customers to the Department, providing clerical support to staff by preparing documents, data entry, ordering supplies, reviewing invoices for accuracy, notarizing department documents and other duties as assigned. May partner with other departments, divisions, outside agencies, and vendors to address business issues. May provide department support for various projects, grants, contracts, implementation of procedures, and/or any specialized functions with confidential and/or sensitive information. Assist with logistics for setting up meetings and trainings for the department. This is not a remote work position; the candidate must be able to staff the physical location of the office and must be able to work Monday thru Friday from 8am to 5pm.
Essential Duties and Responsibilities:

• Answering telephone
• Greeting visitors and customers to the Department
• Drafting routine letters
• Maintaining department records & files
• Assist in preparing documents, reports, presentations
• Preparing meeting minutes (minutes, outcomes, action plans, follow up)
• Ordering office supplies
• Recording and disseminating meeting minutes and other relevant information to appropriate participants in a timely and accurate manner
• Responding to directives, assignments, instructions, and other information effectively and in a timely manner
• Independently establishing and monitoring deadlines to ensure timeliness of staff responses to inquiries, complaints, and other issues.
• Conduct research to compile information needed to generate reports, complete projects and accurately respond to questions and concerns.
• Documents (e.g. logs, posts, records, etc) data/information such as organizational unit or program area work activity, purchasing, budget expenditures, program changes, and resource utilization
• Prepares reports and communications.
• Provides program, administrative, and/or technical assistance to customers and staff.
• Research and/or resolves program or client issues or questions.
• Answers license questions or requests using a specific database.
• Provides notary services for department documents.
• Other duties as assigned.

Skills

• Current Notary or ability to obtain a Notary
• Advanced skills in computer applications/programs, such as Microsoft Outlook, Teams, Word, PowerPoint, and Excel
• Excellent communication and organization skills
• Proficiency and knowledge in conducting electronic research
• Attention to detail when working through tasks
• Excellent time management in order to work within tight timelines
• Able to balance competing priorities
• Able to interact with staff or customers with varying levels of knowledge
• Handling confidential and/or sensitive information with integrity & discretion

Associate's degree from an accredited college AND Two years of related experience,
OR
Four years of related experience.
Preferred Qualifications

• Experience with Office Administrative duties and functions
• Knowledge of Georgia's EMS system
• Knowledge of licensing and regulatory functions
• Experience with report building and reporting

The Georgia Department of Public Health commissioner and leaders encourage all employees to engage in regular wellness activities and to make lifestyle choices that promote health and well-being.
The use of wellness breaks during the workday is authorized to support this philosophy and assist employees in meeting their wellness goals. A maximum of 30 minutes in a given workday may be used to engage in wellness activities, generally in the form of two 15-minute breaks or one 30-minute break.
Employment Information
Current State employees are subject to State Personnel Board rules regarding salary.
DPH accepts educational credentials recognized by the Council for Higher Education Accreditation (CHEA) and/or the US Department of Education (DOE). DPH will contact educational institutions to verify degree, diploma, licensure, etc.
The candidate selected for this position may be subject to pre-employment drug screening and a criminal background check.
Relocation assistance is not provided.
As an employee of DPH, in the event of an identified emergency you may be required, as a term and condition of employment, to assist in meeting the emergency responsibilities of the department.
If you require accommodations under the American Disability Act (ADA), email you request to DPH-HR@dph.ga.gov by the closing date of this announcement.
DPH is an Equal Opportunity Employer
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 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. Employment Type: Full Time Salaried