Job Summary:

Provides advanced administrative, clerical, and office support services in support of Pineland's Women's Residential program. This position serves as a primary administrative resource for assigned departments, performs complex clerical duties, prepares reports and documentation, coordinates office operations, and may supervise lower-level staff.

Essential Functions:

Administrative Greets consumers, visitors, families, vendors, and staff; determines the purpose of visits and directs individuals appropriately. Uses agency-approved scheduling software and electronic systems to schedule appointments and services. Performs data entry, record maintenance, and system updates in accordance with agency procedures. Collects fees and payments for services as assigned. Performs advanced clerical duties including copying, scanning, filing, records management, and document distribution. Completes required forms and documentation according to organizational procedures. Uses Microsoft Office applications to create and distribute reports, meeting notes, correspondence, and presentations. Purchases, tracks, and maintains office supplies and inventory items. Receives, sorts, routes, and distributes incoming mail, email, and other communications. Answers telephones, responds to inquiries, takes messages, and transfers calls appropriately. Maintains confidentiality of consumer, personnel, and organizational information. Prepares and distributes reports and information to appropriate individuals. Maintains all required documentation related to assigned responsibilities. Maintains personnel and administrative files in an organized and secure manner. Records and maintains minutes for meetings and committee activities. Ensures program and operational data are updated accurately and timely. Supports quality assurance, compliance, documentation, and billing processes. Generates reports and statistical information as requested. Performs responsibilities with minimal supervision. May supervise lower-level staff. Accounting Support Prepares requisitions, vouchers, invoices, and related documentation for approval and payment. Prepares deposits and submits accounts receivable documentation to the Finance Department. Receives and reviews expenditure reports and supporting documentation. Assists with financial recordkeeping, reporting, and administrative support functions. Teamwork and Cooperation Cooperates with others to accomplish common goals and organizational objectives. Works collaboratively with employees within and across departments. Treats others with dignity, respect, and professionalism. Maintains a positive and customer-focused work environment. Values the contributions of others and promotes teamwork. Maintains focus on organizational goals, mission, and values. Leadership and Supervision Clearly establishes and communicates goals, expectations, and accountabilities. Monitors and evaluates employee performance and productivity. Provides coaching, feedback, and development opportunities. Identifies employee development needs and supports professional growth. Develops innovative approaches to improve operations and processes. Supports organizational change initiatives and encourages employee engagement. Motivates staff to improve quality, productivity, and customer service. Provides training and guidance to staff as appropriate. May provide support to IDD services by assisting with activities when operationally necessary. Documents services, progress notes, activities, ISP goals, and related information when applicable to assigned programs.

Required Knowledge & Skills:

Knowledge of general office procedures including filing, records management, data entry, and customer service practices. Knowledge of agency and departmental policies and procedures. Knowledge of Microsoft Office applications and related office software. Knowledge of the Georgia Open Records Act. Knowledge of agency forms, administrative procedures, and reporting requirements. Knowledge of scheduling systems and office workflow processes. Knowledge of agency-specific software applications. Knowledge of supervisory principles, techniques, and practices. Ability to communicate effectively both verbally and in writing. Ability to answer telephones, direct calls, and provide excellent customer service. Ability to assist staff and answer procedural questions. Ability to process and distribute incoming and outgoing correspondence. Ability to identify customer needs and respond appropriately. Ability to make sound decisions regarding work assignments and office priorities. Ability to communicate office goals and expectations. Ability to work independently with minimal supervision. Ability to prioritize responsibilities and meet deadlines. Ability to maintain filing systems and records. Ability to interpret policies and procedures. Ability to compose professional correspondence. Ability to review reports for completeness and accuracy. Ability to prepare forms, reports, and presentations. Ability to type accurately and efficiently. Ability to utilize scheduling software and office systems. Ability to implement improvement plans and process changes. Ability to troubleshoot routine office equipment issues. Ability to maintain current knowledge of departmental policies and procedures. Primary Responsibilities, but not limited to: Provides advanced administrative and clerical support for Behavioral Health and IDD operations. Maintains records, forms, reports, and office documentation. Coordinates scheduling, correspondence, and information distribution. Supports billing, financial, and quality assurance processes. Serves as an administrative resource for assigned programs. Provides leadership and support to lower-level staff when assigned. Assists with departmental compliance, reporting, and operational activities. Supports daily office operations and customer service initiatives.

Competencies:

Decision Making Organizational Skills Results Driven Problem Solving Customer Service Ethical Conduct Cooperation and Collaboration Accountability Financial Awareness Required Education & Experience:

Two (2) years of related administrative, clerical, office support, customer service, or program support experience; OR Associate degree from an accredited institution; OR One (1) year in a Clerk I or equivalent position and supervisory experience. Upon appointment to the position, the employee assumes responsibility for meeting and maintaining all minimum qualification requirements, including applicable certifications, licenses, continuing education, competency validations, and mandatory annual or recurrent training. Failure to maintain such requirements may affect eligibility to perform assigned duties.

Supervisory Responsibilities:

May supervise lower-level staff. Provides direction, coaching, and performance feedback. Coordinates work assignments and monitors productivity. Supports employee training and professional development activities.

Work Environment:

This position operates in a general office environment and routinely uses standard office equipment, including computers, telephones, printers, photocopiers, scanners, and related technology. Minor travel between Gateway locations may be required.

Physical Demands:

The physical demands described here are representative of those necessary to successfully perform the essential functions of this position. Frequently walks, sits, stands, and kneels. Occasionally climbs, balances, bends, and stoops. Frequently lifts and/or moves up to 15 pounds. Works at a computer for extended periods. Frequently utilizes fine hand-eye coordination, hearing, and visual acuity. Travels between Gateway sites as required. Works in an environment with adequate lighting and temperature control and minimal exposure to hazardous conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. Pineland BHS promotes a drug/alcohol-free work environment through mandatory pre-employment drug testing.

Pay:

From $12.99 per hour Expected hours: 40.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Education:

Associate (Preferred)

Experience:

secretarial: 2 years (Preferred) Medical administrative support: 2 years (Preferred)

Language:

Spanish (Preferred) Ability to

Commute:

Statesboro, GA 30458 (Required)

Work Location:

In person