Administrative Assistant

Vocational Rehabilitation Agency, Georgia; Georgia (VT); On-site; USD 45,000 - 50,000; Full time

Job summary

Georgia Vocational Rehabilitation Agency is seeking an Administrative Assistant to provide high-level statewide administrative support to the Director and leadership teams across Georgia. The role involves handling confidential information, coordinating statewide travel, procurement, and payroll processes while delivering executive-level assistance to ensure efficient statewide operations.

The position requires a high school diploma or GED with additional experience, and offers full-time hours

Qualifications

• High school diploma/GED and three years of job-related experience; or one year at Admin Assistant 1 (GST050) or equivalent.

Responsibilities

• Provides statewide administrative support to Director and leadership teams across districts.
• Serves as point of contact for clients, vendors, staff, and statewide partners; resolves inquiries and maintains communication.
• Prepares statewide documentation, analyzes operational needs, and resolves issues affecting multiple districts.
• Provides administrative and technical assistance to staff; develops guidance, templates, and resources for statewide operations.
• Oversees complex administrative functions including travel coordination, leases, procurement, and payroll support.

Skills

Advanced Communication

Professional Writing

Executive Judgment

Stakeholder Engagement

Systems & Technology Proficiency

Confidentiality & Information Governa

Project & Priority Management

Adaptability & Continuous Learning

Education

High school diploma/GED

Job description

Job Title: Administrative Assistant

Agency: Georgia Vocational Rehabilitation Agency

Job Requisition ID: JR0000005635

Shift: Day (United States of America)

Compensation Details: $45,000.00

Job Description: PLEASE NOTE: WE ENCOURAGE APPLICANTS THROUGHOUT THE STATE OF GEORGIA TO APPLY

Summary/Objective: Performs a broad range of administrative support tasks under direct supervision for assigned programs or functional areas. Responsibilities may be complex and can include handling sensitive or confidential information. Conducts research, investigates and resolves data discrepancies or program-related issues, and prepares documentation, reports, and presentations. Responsible for creating requisitions, serves as a representative of GVRA providing information and support to both internal and external stakeholders.

Essential Functions:

• Statewide Administrative Coordination — Provides high‑level administrative support to the Director and statewide leadership teams, ensuring seamless coordination across all districts, units, and program areas.
• Enterprise‑Level Stakeholder Support — Serves as a primary administrative point of contact for clients, vendors, providers, staff, external agencies, and statewide partners; resolves escalated inquiries and ensures consistent communication across the organization.
• Statewide Program & Operations Support — Delivers advanced programmatic, administrative, and technical support by preparing statewide documentation, analyzing operational needs, and resolving complex issues impacting multiple districts.
• Executive Staff Assistance — Provides administrative and technical assistance to statewide staff, district managers, and leadership teams; develops guidance, templates, and resources to support consistent statewide operations.
• Delegated Authority for Director — Acts on behalf of the Director in designated matters, including communication with district leadership, coordination with external partners, and oversight of priority initiatives.
• Statewide Administrative Operations Management — Oversees complex administrative functions such as statewide travel coordination, fleet and vehicle management, leases, vendor and contract administration, telecommunications, facility security, purchasing, billing, inventory, property management, personnel processes, and payroll support.
• Advanced Training & Professional Development — Completes ongoing advanced training to maintain proficiency in statewide systems, administrative processes, compliance requirements, and Director‑level support expectations.
• Operational Efficiency Oversight — Ensures statewide administrative operations run efficiently by coordinating workflows, monitoring district needs, supporting cross‑district collaboration, and assisting with statewide vendor and provider engagement.
• Executive Productivity & Environment Management — Provides high‑level administrative support focused on enhancing the Director’s productivity, maintaining organized statewide operations, and ensuring a secure, professional, and well‑managed administrative environment.
• Statewide Procurement & Fiscal Oversight — Manages statewide procurement activities and ensures responsible stewardship of state funds by coordinating purchasing requests, monitoring expenditures, maintaining compliance with state procurement laws and GVRA fiscal policies, and supporting the Director in oversight of budget‑related administrative operations.

Other Duties-

This job description is not intended to be an exhaustive list of all duties, responsibilities, or activities associated with the position. Duties and responsibilities may be modified or reassigned at any time, with or without notice.

Competencies:

• Advanced Communication & Professional Writing
• Fiscal Stewardship & Procurement Compliance
• Executive Judgment & Decision Support
• Stakeholder Engagement & Relationship Management
• Systems & Technology Proficiency- including Microsoft Office and Workday
• Confidentiality & Information Governance
• Project & Priority Management
• Adaptability & Continuous Learning

Required Education and Experience:

High school diploma/GED and three (3) years of job‑related experience; or one (1) year of experience required at the lower‑level Admin Assistant 1 (GST050) or position equivalent.

Preferred Education and Experience:

• Preference will be given to applicants who, in addition to meeting the required education and experience, possess one or more of the following: Bachelor’s Degree from an accredited college or university OR Associate’s degree from an accredited college or university and two (2) year of related experience OR five (5) years of related experience
• Two (2) years experience with Procurement & Fiscal responsibilities- purchasing requests, managing procurement workflows, or supporting budget tracking in accordance with state or federal fiscal regulations.
• Two (2) years experience handling confidential information, personnel documents, or sensitive communications in compliance with agency and state policy.
• Certification in administrative, procurement, project management, or government operations training, such as DOAS, OPB, or equivalent programs.

Supervisory Responsibility:

While formal supervisory responsibility is not required, the Administrative Assistant 2 serves as the lead administrative support professional for statewide operations and may provide dotted‑line guidance, direction, and workflow coordination to Administrative Assistants across districts on behalf of the Director.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers and smartphones.

Physical Demands:

While performing the duties of this job, the employee is regularly required to communicate effectively. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; and stoop, kneel, and crouch. The employee must occasionally lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions.

Working Conditions:

Incumbents working in this job perform duties in an office setting. This is a 40‑hour workweek requirement. This position may involve managing a high‑volume workload and demands a high level of accuracy while working with deadlines. Regular attendance is an important part of being successful in this position. Reasonable accommodation can be made available to qualified individuals upon request.

Position Type and Expected Hours of Work:

This is a full‑time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. This position occasionally requires working after hours and weekend work.

Travel:

Travel is primarily local during the business day, although some out‑of‑area and overnight travel may be expected.

Work Authorization/Security Clearance:

As a condition of employment with Georgia Vocational Rehabilitation Agency, you must successfully complete a mandatory federal and national background check, pre‑employment testing, and additional checks required for your job. All candidates interested in employment with The Georgia Vocational Rehabilitation Agency must be legally authorized to work in the United States. The Georgia Vocational Rehabilitation Agency does not offer sponsorships for current or future employment visas (e.g., H‑B1 employment visa).

AAP/EEO Statement:

GVRA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Reasonable Accommodations:

The Georgia Vocational Rehabilitation Agency is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request a reasonable accommodation during any step in the hiring process, please contact our HR Team at [e-mail].

GVRA:

The Georgia Vocational Rehabilitation Agency delivers five integrated and interdependent statutory programs; all centered on a shared mission: empowering individuals with disabilities to achieve independence and meaningful employment as fully productive members of society. Our services support both job seekers and employers, with a focus on customizing solutions to meet individual needs. We are committed to providing consistent, professional service, along with responsive and reliable follow-up.

Minimum Qualifications:

High school diploma/GED and three (3) years of job‑related experience; or one (1) year of experience required at the lower level Admin Assistant 1 (GST050) or position equivalent.

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.

Georgia State Government is a large enterprise, composed of various entities with a common goal to improve the lives of Georgia's 10 million citizens. With nearly 62,000 employees, we are one of the single largest employer in the state. Public service opportunities stretch across the state as employees live and work in all 159 counties. From traditional fields such as accounting, nursing, and engineering to unique fields like forestry and natural resources management, Georgia state government provides a world of opportunity.