Administrative Assistant Supervisor

Georgia Department of Public Health (GA); Macon (GA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Flexible schedule

Health insurance

Retirement plan

Paid holidays

Job summary

Georgia Department of Public Health in Georgia's North Central Health District seeks an Administrative Assistant Supervisor for the Babies Can’t Wait program. You will oversee administrative operations, manage contracts and provider billing, monitor budgets, and supervise staff.

This role emphasizes compliance, timely reporting, and collaboration with LEA directors, with a focus on maintaining accurate records and safeguarding program integrity.

Qualifications

• High school diploma/GED with 5 years relevant experience.
• Experience using GAMMIS/MMIS or similar systems.
• Proficient in Excel, Word, Outlook, Adobe Acrobat, and DocuSign.
• Experience supervising administrative staff.
• Familiarity with Babies Can’t Wait program.

Responsibilities

• Contract and Provider Management: Manage provider contracts, GAMMIS verification, and related processes.
• Financial tasks: Prepare payment vouchers and process bills via DocuSign.
• Budget and reporting: Monitor BCW budget through monthly financial reports.
• Eligibility: Review eligibility evaluations and enter determinations.
• Reporting: Prepare and submit program reports to state office and LEA directors.
• Communication: Coordinate monthly notifications with families and providers.
• Inventory: Maintain inventory records and prepare requisitions.
• Supervision: Oversee Administrative Assistant and daily operations.

Skills

Contract management

Budget monitoring

GAMMIS knowledge

DocuSign

Education

High school diploma or GED

5 years job-related experience

Tools

Excel

Word

Outlook

Adobe Acrobat

DocuSign

Job description

Pay Grade: J

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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

Come join our team! As the Administrative Assistant Supervisor with the North Central Health Districts’ Babies Can’t Wait program, you will join a dedicated group of public health professionals working to protect the health and well-being of communities across the state by supporting vital public health initiatives. This role offers the opportunity to make a meaningful impact, a great schedule, and a healthy work-life balance, allowing you to grow your career while maintaining time for what matters most to you.

The Babies Can’t Wait (BCW) Administrative Assistant Supervisor is responsible for multiple administrative functions, including contract management, provider billing, budget monitoring, eligibility processing, quarterly reporting, and supervision of administrative staff.

Primary Duties & Responsibilities

Contract and Provider Management

• Manage provider contracts and related processes, including provider deactivations, Medicaid verification through GAMMIS, Special Situation Payment Requests (SSPRs), and financial audits of contracted providers.

Financial and Budget Management

• Prepare payment vouchers and process bills and requisitions through DocuSign.

• Complete therapist and Service Coordinator billing and monitor the BCW budget through monthly financial reports.

Eligibility and Child Records Management

• Review eligibility evaluations, enter eligibility determinations and required documentation into the Babies Can't Wait Information System.

• Assign Service Coordinators, manage child deactivations due to aging out of BCW or upon request and coordinate all required notifications.

Reporting and Compliance

• Prepare, review, and submit required program reports to the state office, ensuring accuracy, timely submission, and compliance with state and program requirements.

• Coordinate monthly reporting and notifications with all 13-county Local Educational Agency (LEA) directors.

Family and Provider Communication

• Distribute monthly Family Outcome Surveys (FOS) to Service Coordinators.

• Coordinate eligibility-related communications and required notifications with families and providers.

Inventory and Resource Management

• Maintain accurate inventory records for BCW equipment, supplies, and assigned property.

• Prepare requisitions to ensure necessary supplies and equipment are available.

Administrative Supervision

• Supervise the Administrative Assistant and oversee daily administrative operations, ensuring accuracy, efficiency, and compliance with program requirements.

High school diploma/GED and five (5) years of job-related experience; or two (2) years of experience required at the lower level Admin Assistant 3 (GST052) or position equivalent.

Preferred Qualifications

• Demonstrated experience training, guiding and supervising administrative staff and ensuring accuracy and timely completion of assignment.

• Experience using GAMMIS/MMIS or similar systems to complete various tasks such as provider verification, billing, budgets, requisitions, vouchers and audits.

• Advanced proficiency in Microsoft Excel, Word, Outlook, Adobe Acrobat, and DocuSign, to accurately prepare reports, monitor expenditures, track data, and manage electronic documents.

• Previous professional experience with compliance, recordkeeping and meeting reporting deadlines.

• Familiarity with Babies Can’t Wait or other early intervention programs or services.

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.

Employment Information

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 [e-mail].

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. DPH will contact selected applicants to proceed with the application 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.

BENEFITS

Standard Benefits for Full-Time Salaried Employees

In addition to a competitive salary, we offer a generous benefits package that includes a flexible schedule, training opportunities, health insurance, employee retirement plan (ERS GSEPS), deferred compensation, 13 paid holidays, vacation and sick leave, paid parental leave, dental, vision, long-term care, and life insurance.

Standard Benefits for Part-Time Employees

Part-time employees are eligible to participate in the Georgia Defined Contribution Plan and receive paid parental leave.