Epidemiology/Environmental Health Administrative Assistant

Description

Pay Grade: G

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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 an Administrative Assistant within the Epidemiology/Environmental Health Programs 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.

Job Responsibilities

The Epidemiology/Environmental Health Administrative Assistant provides clerical and administrative support to the Office of Epidemiology, Community Assessment, and Research Initiatives, as well as Environmental Health programs. Responsibilities include managing communications, scheduling meetings, preparing reports, maintaining program inventory. This role also supports certification testing, contract management, and data tracking to ensure compliance with program requirements. Strong organizational skills, attention to detail, and the ability to coordinate multiple tasks are essential for success in this position.

Reporting Authority – Director of Epidemiology, Community Assessment, and Research Initiatives

Direct Reports – None

Core District Competencies

Communication: Respectfully listens to others to gain a full understanding of issues; comprehends written material; presents information in a clear and concise manner orally and in writing to ensure others understand his/her ideas; appropriately adapts his/her message, style, and tone to accommodate diverse audiences.

Adheres to HIPPA Regulations: Has been trained and adheres to established policies on privacy and security requirements for compliance with the Health Insurance Portability and Accountability Act ("HIPAA"), as applicable by Agency policy.

Customer Service: Understands that all employees have external and/or internal customers that they provide services and information to; honors all of the State's commitments to customers by providing helpful, courteous, accessible, responsive, and knowledgeable service.

Teamwork and Cooperation: Cooperates with others to accomplish common goals; works with employees within and across his/her department to achieve shared goals; treats others with dignity and respect and maintains a friendly demeanor; values the contributions of others.

Results Orientation: Consistently delivers required business results; sets and achieves achievable, yet aggressive, goals; consistently complies with quality standards and meets deadlines; maintains focus on Agency and State goals.

We Protect Lives.

Accountability: Accepts full responsibility for self and contribution as a team member; displays honesty and truthfulness; confronts problems quickly; displays a strong commitment to organizational success and inspires others to commit to goals; demonstrates a commitment to delivering on his/her public duty and presenting oneself as a credible representative of the Agency and State to maintain the public's trust.

Judgment and Decision Making: Analyzes problems by evaluating available information and resources; develops effective, viable solutions to problems that can help drive the effectiveness of the department and/or State of Georgia.

Emergency Preparedness and Response: In the event of an emergency requiring activation of Public Health, all public health staff will be expected to perform duties and responsibilities as assigned. This may require work outside the normal work schedule.

Job Responsibilities

• Conduct research and compile information from various sources to generate reports, documentation, and presentations. This may include making copies and coordinating across programs to ensure accuracy.
• Manage incoming communications daily, including answering and directing calls and emails, responding to correspondence, and handling mail distribution.
• Operate and maintain office equipment, manage supply inventory, and ensure functionality within the assigned area. Conduct annual inventory verification for all supported programs.

• Provide clerical support such as data entry, document processing and filing, scheduling, purchase requisitions, travel coordination, financial record reconciliation, and fee collection. Duties include but are not limited to: Managing the Epidemiology on-call list, updated quarterly and as needed.
• Ensuring travel approvals are submitted by staff at the end of each month.
• Submitting purchase requisitions for supplies as directed.
• Develop, modify, and maintain spreadsheets and databases for data management and reporting. Responsibilities include ensuring county Environmental Health reports are submitted as warranted.
• Provide meeting support, including developing agendas, sign-in sheets, and minutes, as well as scheduling and room setup. Meeting preparation is expected at least one week in advance, with minutes distributed within 2-3 business days post-meeting. Meetings requiring support may include staff meetings, committee meetings, and quality assurance reviews.

Minimum Qualifications

Job Qualifications

Associate's degree from an accredited college AND One year of related experience OR Three years of related experience.

Preferred Qualifications

• Proficiency with Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, Teams).
• Awareness of HIPAA Privacy Rules and confidentiality standards.
• Strong verbal and written communication skills.
• Excellent customer service skills with a professional and positive attitude when interacting with internal and external stakeholders.
• Ability to adapt to routinely shifting priorities and deadlines.
• High attention to detail and accuracy in clerical and administrative tasks.
• Familiarity with general office equipment and administrative processes.
• Knowledge of Environmental Health and Epidemiology programs.

Additional Information

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 breaks during the workday is authorized to support this philosophy and assist employees in meeting their goals. A maximum of 30 minutes in a given workday may be used to engage in physical 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.