Admin Assistant 1

Job Title Administrative Support for District Infectious Disease Program Job Description Pay Grade: F The Georgia Department of Public Health (DPH) is the lead agency entrusted by the people of Georgia to protect lives and promote healthy lifestyles in communities throughout the state. We are committed to preventing disease, injury, and disability; promoting health and well-being; and preparing for and responding to disasters. As a member of the DPH team, you will join a group of passionate individuals dedicated to serving Georgians. Regardless of your role, you will contribute to protecting lives while enjoying a wide range of benefits. 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 the people of Georgia. Work with a Dynamic and Diverse Team Collaborate with employees who share ideas and leverage collective strengths. Achieve Career Longevity Take advantage of opportunities for learning and development that support a long-term career. Take Part in a Hands-on Working Culture Work in a 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 yourself. Job Responsibilities Provides comprehensive administrative support to the Program by coordinating daily office operations and supporting program staff. This position is responsible for maintaining employee training records, processing financial and purchasing documentation, managing program data, preparing reports, coordinating office activities, and ensuring compliance with Georgia Department of Public Health policies and procedures. Serves as a liaison between district staff, contracted providers, and community partners while maintaining confidentiality and promoting efficient program operations. Provides administrative support to the District Infectious Disease Director and program staff. Maintains employee training records and monitors completion of required mandatory trainings and certifications. Assists with onboarding documentation and administrative support for new employees. Processes purchase orders, invoices, billing documents, and payment requests in accordance with agency policies and procedures. Maintains billing spreadsheets and follows up with partnering agencies and vendors regarding invoices and payments. Orders office supplies, program materials, and equipment while maintaining inventory records. Assists with importing, entering, verifying, and maintaining data within Electronic Medical Record (EMR) systems and other state databases. Assists with preparing quarterly, annual, and ad hoc reports by compiling and organizing program data. Maintains confidential personnel, financial, and program records in accordance with HIPAA and Georgia Department of Public Health policies. Coordinates meetings, schedules appointments, prepares agendas, and distributes meeting materials. Answers telephone calls, responds to email inquiries, routes correspondence, and provides excellent customer service to internal and external stakeholders. Maintains organized electronic and paper filing systems to ensure accurate record retention. Performs other administrative duties as assigned to support district operations. Minimum Qualifications High school diploma/GED and two (2) years of job-related experience. PREFERRED QUALIFICATIONS (BASED ON THE NEEDS OF THE POSITION): Associates Degree from an accredited college or university OR Two (2) years of related administrative experience. Ability to lift up to 25 pounds and perform routine office duties, including bending, reaching, and filing. Ability to organize and maintain confidential records. Ability to communicate effectively both verbally and in writing. Ability to prioritize multiple assignments and meet established deadlines. Experience working in a public health, healthcare, or government setting. Experience processing invoices, purchase orders, and financial documentation. Experience maintaining billing spreadsheets and tracking expenditures. Experience with Electronic Medical Record (EMR) systems and state databases. Experience preparing quarterly, annual, and ad hoc reports. Experience coordinating employee training records and monitoring compliance. Experience ordering office supplies and maintaining inventory. Experience supporting audits, quality improvement initiatives, or program monitoring activities. Proficiency with Microsoft Teams and Zoom. Two (2) or more years of progressively responsible administrative support experience. Additional Information The DPH Commissioner and agency leaders encourage all employees to engage in regular wellness activities and to make lifestyle choices that promote health and well-being. The use of physical activity breaks during the workday is authorized to support this philosophy and help employees meet their wellness goals. A maximum of 30 minutes of physical activity may be allocated per workday, typically in the form of two 15-minute breaks or one 30-minute break. State of Georgia employees are subject to the rules of the State Personnel Board regarding salary. DPH accepts educational credentials recognized by the Council for Higher Education Accreditation (CHEA) and/or the US Department of Education (DOE) as valid. DPH will contact educational institutions to verify degrees, diplomas, licensures, and other relevant credentials. The candidate selected for this position may be subject to pre-employment drug screening and a criminal background check. Relocation assistance is not provided. In the event of an identified emergency, you may be required, as a term and condition of DPH employment, to assist in meeting the emergency responsibilities of the department. ADA Statement DPH is committed to providing access and reasonable accommodation in its services, programs, activities, and employment for individuals with disabilities. To request a reasonable accommodation for the application or interview process, email include View email address on click.appcast.io. DPH is an Equal Opportunity Employer