Administrative Asst-CCS

Early Care and Learning, Department of; United States; On-site; USD 35,000 - 42,000; Full time

Benefits offered by this job

Vacation days (15 per year)

Sick leave (15 days per year)

Paid holidays (13)

401(k) with employer match

Pension plan

Job summary

State of Georgia, Department of Early Care and Learning, is seeking an Administrative Assistant II to provide a wide range of office support for the Child Care Services unit. You will assist managers, manage records, perform clerical tasks, and support statewide teams from DECAL headquarters in Atlanta.

Qualifications include a high school diploma or GED with related experience (or equivalent), proficiency in Microsoft Office, and strong communication skills.

Qualifications

• High school diploma or GED with 3 years of related experience, or 1 year at Admin Assistant 1 level or equivalent.
• Proficiency in Microsoft Office (Word, Excel) and ability to manage multiple tasks.
• Strong interpersonal and communication skills with a customer-service mindset.

Responsibilities

• Assist with office and file organization for CCS management.
• Perform general clerical duties including data entry, scanning, mailing and courier tasks.
• Support regional managers and consultants with filing, supplies, and document processing.
• Handle Open Records Requests in coordination with Legal to meet deadlines.
• Maintain time sheets and assist with leave grids as needed.

Skills

Microsoft Office

Data entry

Customer service

Communication

Records management

Education

Bachelor's degree in business or office management

Job description

Explore a World of Opportunity with the State of Georgia! We are the force that drives Georgia! Georgia State Government is a large enterprise, composed of various agencies and entities with a common goal to improve the lives of Georgia's more than 10 million citizens! Join Team Georgia and impact lives everyday while receiving a robust benefits package designed for every stage of your career!

Job Title: Administrative Asst-CCS

Agency: Department of Early Care and Learning

Job Requisition ID: JR0000007521

Shift: Day (United States of America)

Compensation Details: $38,480.00

Salary Range: $38,480.00 - Salary commensurate with education & experience

Job Code: GST051 Pay Grade: G Location: Atlanta Office Based

Job Summary: Under limited supervision of the Administrative and Operations Unit Manager, the Child Care Services (CCS) Administrative Assistant II will represent the unit, division and Departments by providing a wide range of office administrative duties for assigned functions of program areas in support of division units and managers. Duties may be complex in nature and may involve access to confidential information. May research, investigate and or resolve program data or regional issues. The CCS Administrative Assistant II will support a statewide team of managers and unit and regional consultants. May be required to administer or provide high level support for various projects, implementation of procedures, and/or specialized functions. This position is based at DECAL headquarters in Atlanta. May require some statewide travel.

Job Responsibilities

• Assist with office and file organization of Deputy Commissioner for Child Care Services and Regional/Unit Managers.
• Provides general clerical duties to CCS management including data entry, scanning, copying and sending outgoing faxes, outgoing mail and courier parcels.
• Provides support for regional/unit Consultants and Managers including maintaining and distributing supplies and management of physical and electronic filing systems.
• Performs and completes tasks and assignments associated with personnel support functions for assigned organizational units or regions to include the processing of all related documents. May include purchase orders, travel arrangements, expense statements, scheduling meetings and clearing voicemails.
• Maintains facility and electronic files including indexing, uploading, storing, tracking and filing of visit reports and official correspondence.
• Maintains organization of state files including filing, shelving, and purging as required.
• Uses computer word processing, spreadsheet, and database software to prepare reports, memos, and documents.
• Works directly with the Administrative and Operations Unit Manager to process Open Records Requests. Pulls and forwards requested documentation to Manager to provide to Legal to ensure that the turnaround deadline is met.
• Assists in license fee payments and updating provider information in Child Care Services database.
• Maintain and process time sheets.
• May assist with maintaining leave grids.
• Serves as front desk receptionist as needed or requested. Provides daily coverage in office during core hours of Monday-Friday, 8:00 a.m. – 5:00 p.m.
• Handles incoming calls from the public regarding general questions and processes related to Child Care Services (CCS).
• Attends all required training and meetings as scheduled related to the Administrative Unit and/or departmental initiatives.
• Maintains current knowledge of Department and division/unit rules, policies, and procedures.
• Completes other duties as assigned.

Required Minimum Qualification

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 Qualifications

Bachelor’s degree in business or office management from an accredited college/university and one year of experience of related experience working for a government entity.

Technical Competencies

• Proficient in Microsoft Office: Word, Excel.
• Ability to multi-task, prioritize, and work independently as well as in team environments, often under tight deadline situations.
• Effective interpersonal and communications skills.
• Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
• Excellent customer service skills.
• Knowledge of organization policies and procedures.
• Ability to maintain confidentiality of work-related information and materials.

Physical Requirements

• Work is performed in an office setting with extended periods of sitting and standing and occasional shorter periods of walking (up to 10-15 minutes);
• The employee occasionally lifts or moves objects of a light to medium weight up to 25 pounds.
• The ability to speak clearly is required.
• Ability to give and receive detailed information through oral communication.
• The ability to hear and understand at a normal conversational level is required.
• The worker is required to have close visual acuity to perform activities such as: preparing and analyzing data; viewing a computer terminal; extensive reading and visual inspection.
• Full range of hand and finger motion is required for computer and phone use.

Benefits working at Decal

• Vacation: 15 days each year up to 5 years of service
• Sick Leave – 15 days each year
• Holidays – the state of Georgia recognizes 13 paid holidays
• Retirement 401(k) plan with a matching employer contribution
• Defined Benefit Pension Plan Available
• Insurance Health Dental Vision Legal Disability Healthcare & Childcare spending accounts
• Life & dependent life insurance

Bright from the Start: Georgia Department of Early Care and Learning is an equal opportunity employer and drug-free workplace.

A background check will be completed upon hire, which may consist of any or all of the following: criminal and employment histories, credit history (as applicable to the position), education credentials, and motor vehicle driving records.

If you are an individual with a disability who may require assistance or other reasonable accommodation in order to participate in the selection process for this position, you may contact our HR department at 678-879-2993.

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.