Office Manager – Region 4 Field Office

at  State of Georgia

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 Atlanta, GA.
This position is located in Thomasville, GA

JOB DESCRIPTION:

Under the supervision of the Regional Services Administrator, the Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office administrative staff supervision, and task delegation. This position would be handing all landlord/contract correspondence and negotiations.
In addition to office management duties, this position will function as the executive assistant for the Behavioral Health Regional Service Administrator. These additional responsibilities would include but not limited to managing the schedules and communications, prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements.

PREFERRED QUALIFICATIONS

• Proven office management, computer skills and knowledge of office software packages
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem-solving skills and excellent written and verbal communication skills
• Strong organizational and planning skills and proficient in Microsoft Office
• Knowledge of accounting, data, and administrative management practices and procedures
• Knowledge of clerical practices and procedures and knowledge of human resources management practices and procedures

PREFERRED EDUCATIONAL REQUIREMENTS

Bachelor’s degree or equivalent in a related field and three to five years’ experience performing work related to area of assignment OR Master’s degree in a related field

POSITION QUALIFICATIONS

• Proficient with Microsoft Office (Excel, SharePoint, Word, PowerPoint)
• Excellent oral and written communication skills
• Ability to multitask a high volume of detailed work
• Ability to travel 0-10% within the State of Georgia

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.

• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Organize and schedule meetings and appointments and provide general support to visitors
• Partner with HR to maintain office policies as necessary
• Organize office operations/ procedures and Coordinate with IT on all office equipment
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Responsible for creating PowerPoint slides and making presentations
• Manage executives’ schedules, calendars, and appointments
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems. Perform reviews and analysis of special projects and keep the management properly informed
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office