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Facilities Secretary - Advanced Level

Open only to DBHDD employees

Job Description

Job Description:

Provides administrative, clerical, and secretarial functions in support of an individual(s). Duties include drafting basic correspondence, answering telephones, providing information to callers, scheduling appointments, etc. May supervise lower level staff.

Performs job responsibilities with minimal supervision
1. Assists with planning agenda and presentations and arranges for necessary facilities, equipment, and travel plans with necessary attention to detail.
2. Monitors office operations by reviewing and analyzing information related to workflow and may make recommendations for improvements.
3. Consolidates information from multiple sources and disseminates as appropriate.

Serves as job expert or organization resource in assigned areas
1. Represents manager in a professional manner, interprets and answers general policy questions that my arise using own judgement. Keeps manager informed of discussions and other valuable information conveyed within established time frame
2. Demonstrates adequate knowledge and understanding of organizational administrative operations, functions, programs, vision, regulations, policies, and procedures.
3. Maintains good rapport within the organization, other agencies and private sector representatives by being courteous, cooperative, and conscientious.
4. Communicates accurate information to representatives in a courteous and professional manner.
5. Clearly and accurately communicates and conveys directives, assignments, instructions, messages, and information from manager to appropriate outside individuals as required.
6. Obtains and provides information and assistance. Resolves or facilitates the resolution of problems and difficult situations in a courteous and helpful manner.
7. Provides guidance, consultation, and/or evaluation to staff, acting in the interests of the agency.

Answers telephone and give information to callers, take messages, or transfers calls to appropriate individuals
1. Researches and collects data accurately and thoroughly from reports, files, databases, and other sources.
2. Coordinates subordinates in gathering, analyzing and compiling data according to established guidelines.
3. Compiles information for the timely preparation of reports and distributes to appropriate individuals in established timeframes.
4. Prepares and distributes data or reports within established timeframes.
5. Searches for information on a computer terminal or personal computer by using menu-driven programs in order to locate information necessary to complete project.

Arranges conferences, meetings, and travel reservations for office personnel
1. Initiates, composes and accurately types correspondence and administrative documents according to established guidelines.
2. Proofreads and edits documents for content, context, accuracy, consistency, and the use of proper spelling, grammar and punctuation.
3. Copies, distributes and files appropriate letters, memos, reports and other materials.
4. Answers telephone and/or greets visitors in a courteous and timely manner.
5. Takes and transcribes dictation in order to record information for letters, memoranda and other documents.
6. Uses sound judgement and knowledge of the organization and its policies and procedures to respond to questions, requests or needs.
7. Monitors expenditures and ensures adherence to budgetary commitments in accordance with established policies and procedures.

Completes forms in accordance with organizational procedures
1. Maintains organized, accessible and current filing and record-keeping systems in accordance with applicable standards, policies and procedures.
2. Classifies, sorts, files and retrieves correspondence, articles, records, and other documents as requested.
3. Maintains confidentiality of records as necessary and follows department/section policy regarding release of information.
4. Assesses filing needs and establishes organized and accessible filing and record-keeping systems in accordance with current applicable standards, policies and procedures.

Composes, types, and distributes meeting notes, routine correspondence, and reports
1. Attends development and training activities to acquire or maintain the knowledge and skills necessary to perform the job effectively and efficiently.
2. Serves on various committees and task forces carrying out the responsibilities associated with such assignments.

Maintains confidential information
1. Orders supplies by determining current and predicting future needs according to established policies and procedures and budget restrictions.
2. Maintains an adequate level/volume of supplies to meet the needs of office personnel.
3. Contacts vendors and agency or state purchasing concerning late, damaged, or incorrect shipments as soon as shipment arrives. Works with vendor and ordering unit to resolve any discrepancies.

May purchase and maintain supplies and/or stock items
1. Completes or oversees that others complete documentation accurately and in a timely manner.
2. Reviews authorizations and expenditures for conformance with established guidelines.
3. Informs manager of any irregularities in a timely manner.

May supervise support staff and/or lower level employees
1. Enters data according to prescribed format and procedures.
2. Reviews and corrects data that appears inconsistent or erroneous.
3. Completes data entry accurately and in a timely manner.
4. Backs-up data files according to appropriate schedules.
5. Appropriately generates, maintains, and distributes computer reports, print outs and other documents.
6. Maintains activity logs accurately and in a timely manner.

Opens, reads, routes, and distributes incoming mail and other materials
1. Defines goals and/or required results at beginning of performance period and gains acceptance of ideas by creating a shared vision.
2. Communicates regularly with staff on progress toward defined goals and/or required results, providing specific feedback and initiating corrective action when defined goals and/or results are met.
3. Confers regularly with staff to review employee relations climate, specific problem areas and actions necessary for improvement.
4. Evaluates employees at scheduled intervals, obtains and considers all relevant information in evaluations and supports staff by giving praise and constructive criticism.
5. Recognizes contributions and celebrates accomplishments
6. Motivates staff to improve quantity and quality of work performed and provides training and development opportunities as appropriate.

Uses computer application software

Uses independent judgment and initiative to perform administrative, clerical and secretarial duties in support of an individual employee or group of employees

Technical Competencies:

Knowledge of general office procedures including typing, filing etc.
    Ability to compose correspondence that is both concise and professional

    Ability to open, sort and route incoming mail, answer correspondence and prepare outgoing mail

    Organizational skills

    Knowledge of office software i.e. Microsoft Office

    Ability to make decisions with regard to job assignments and manage office workload


    Two years related experience OR Associate degree OR 

    One year at the lower level or position equivalent (GSS051) Note: Some positions may require an examination

    Preferred Qualifications

    Preferred Qualifications:

    Experience providing secretarial and clerical support to upper level management. Knowledge and use of computer technology. Course work in english, communications, secretarial sciences, accounting, and/or management. Participation in advisory boards, professional committees, etc. Experience managing an office.


    In addition to a competitive salary (See Statewide Salary Pay at this link: http://dbhddjobs.com/files/StatewideSalaryPlanAnnual2009.pdf), we offer a generous benefits package that includes a flexible schedule, training opportunities, employee retirement plan, deferred compensation, 12 paid holidays, vacation and sick leave, dental, vision, long term care, and life insurance.

    This position is a pay grade 11 on the statewide salary plan.

    Employment Information

    This position is located at Southwestern State Hospital in Thomasville, Georgia.

    More than a century ago, Thomasville was celebrated as one of the most fashionable places in the world to visit. During the Victorian era, many wealthy northern socialites and pleasure seekers traveled by rail to enjoy Thomasville as their grand winter resort. Attracted to the genteel life of south Georgia, many made Thomasville their winter home and built "grand winter cottages". Although this era quickly faded in the early 1900s, more than fifty of these grand historic homes still grace Thomasville's streets.

    Thomasville, in southwest Georgia and on the Florida border, is home to both the second largest Farmer’s Market in the state and three Fortune 500 companies.

    Applying for this job

    In addition to emailing your cover letter and resume as instructed below, to be considered for this position, please also click on the link below and provide the information requested:


    Please email your cover letter and resume in Microsoft Word format to: swsh_hr@dbhdd.ga.gov

    To ensure proper routing/handling of your credentials, copy/paste or type the following title in the subject line of your email: Facilities Secretary - Advanced Level If you are currently employed by DBHDD, please include "Internal Employee" in the subject line as well.

    You may be subject to a Drug Screen. You may be required to submit fingerprints to check for the existence of Criminal History Record Information through the Georgia Bureau of Investigation and the Federal Bureau of Investigation. You do have the right to challenge the contents of any Criminal History that is located, should you choose to do so.

    The Georgia Department of Behavioral Health and Developmental Disabilities provides services to ensure the health and welfare of Georgians. As an employee of DBHDD, 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.