Data Specialist / Administrative Assistant - Columbus

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Department of Behavioral Health and Developmental Disabilities

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Job Title:  Data Specialist/Administrative Assistant

Workplace: West Central Georgia Reginal Hospital

Job Summary:

Under general supervision, performs a wide range of office administration duties for assigned functions or program areas, duties may be complex in nature and may involve access to confidential information. May research, investigate, and/or resolve program data or issues. Drafts documentation, reports, or presentations. Represents program or unit, provides information and assistance to internal and external customers.

The Data Specialist provides essential administrative and data management support to the Forensic and Psychology Departments and is responsible for ensuring the accurate, timely, and consistent management of required departmental data. Key responsibilities include:

• Monitors, maintains, and enters required Forensic and Psychology Department data into applicable hospital and State Office databases, tracking systems, and reporting platforms.
• Oversees and tracks forensic admission referrals throughout the referral, review, approval, and admission coordination processes to ensure required information is received, documented, and communicated in a timely manner.
• Supports the Forensic Review Committee (FRC) process by coordinating required information, maintaining applicable tracking systems, completing required data entries, and ensuring committee-related information is accurately documented and updated.
• Prepares and submits required weekly, monthly, and other periodic reports for the Forensic and Psychology Departments, ensuring data accuracy and adherence to established reporting deadlines.
• Provides weekly data reports and status updates to forensic examiners, including information regarding case activity, outstanding requirements, delays, and other matters requiring follow-up.
• Monitors data for accuracy, completeness, and timeliness and follows up with appropriate staff when information is missing, incomplete, or requires correction.
• Maintains departmental tracking systems and spreadsheets used to monitor referrals, admissions, forensic evaluations, FRC activity, caseloads, deadlines, and other required performance or operational measures.
• Assists departmental leadership with data collection, reconciliation, analysis, and reporting necessary for operational planning, performance improvement, audits, regulatory reviews, and State Office requests.
• Serves as a central point of coordination for data-related communication between the Forensic and Psychology Departments, hospital leadership, forensic examiners, and applicable State Office personnel.
• Maintains organized and accurate records to support data integrity, continuity of operations, and timely retrieval of information when requested.
• Identifies discrepancies, overdue items, and potential delays and communicates concerns to appropriate staff and departmental leadership for timely resolution.

Preferred Qualifications:

• Associate’s or bachelor’s degree in Business Administration, Healthcare Administration, Health Information Management, Criminal Justice, Psychology, Information Systems, or a closely related field.
• Two or more years of experience performing data management, administrative coordination, program support, healthcare administration, or related functions in a healthcare, behavioral health, forensic, criminal justice, or government setting.
• Experience entering, maintaining, tracking, and validating information across multiple electronic databases, information systems, or organizational reporting platforms.
• Demonstrated experience preparing weekly, monthly, quarterly, or other recurring operational and data reports.
• Intermediate to advanced proficiency with Microsoft Excel, including maintaining spreadsheets, organizing large data sets, sorting and filtering information, using formulas, and developing tracking tools and reports.
• Proficiency with Microsoft Office applications, including Word, Outlook, Teams, and other electronic communication and documentation systems.
• Experience monitoring referrals, admissions, approvals, caseloads, deadlines, or other workflow processes requiring coordination among multiple departments or stakeholders.
• Demonstrated ability to review data for accuracy and completeness, identify discrepancies or missing information, and follow up with appropriate staff to obtain corrections.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and recurring reporting requirements simultaneously.

For benefits information, please visit: https://careers.dbhdd.ga.gov/why-dbhdd/  

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.

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 necessarily receive an interview. Selected applicants will be contacted by the hiring agency for next steps in the selection process.

This position is subject to close at any time once a satisfactory applicant pool has been identified.

FOR THIS TYPE OF EMPLOYMENT, STATE LAW REQUIRES A NATIONAL AND STATE BACKGROUND CHECK AS A CONDITION OF EMPLOYMENT.  

Minimum Qualifications:

Equal Employment Opportunity Employer

The State of Georgia does not discriminate based on race, color, national origin, sex, religion, age, disability, or other protected categories in employment or the provision of services.
Qualified applicants may request reasonable accommodation when needed during the application and/or screening process by contacting the appropriate agency Human Resources department.