CCS Quality Support Admin Asst

Early Care and Learning, Department of; United States; On-site; USD 36,000 - 46,000; Full time

Benefits offered by this job

Vacation: 15 days/year

Sick leave: 15 days/year

13 paid holidays

Retirement benefits

401(k) plan

Job summary

Bright from the Start: Georgia Department of Early Care and Learning seeks a CCS Quality Support Administrative Assistant to manage clerical duties in a fast-paced environment at the Twin Towers office in Atlanta.

The role includes overseeing the Lawful Presence Verification process, processing license payments, and coordinating with multiple divisions to ensure timely, accurate data entry and service delivery.

Qualifications

• Proficient in Word and Excel; able to manage multiple tasks.
• Excellent organizational and communication skills; team player.
• Experience with state government or similar organization preferred.

Responsibilities

• Serve as Lead Administrator for Lawful Presence Verification process.
• Train administrative staff in verification processes and procedures.
• Process license fee payments and enter information into KOALA/PeopleSoft systems.
• Coordinate with providers, CCS divisions, and Finance to resolve issues.
• Monitor ownership status reviews and report to CCS Administrative‑Operations Unit Manager.
• Maintain CCS file room, archives, and supply inventory.

Skills

Word processing

Excel proficiency

Organizational skills

Communication skills

Teamwork

Education

Bachelor’s degree

Tools

KOALA system

PeopleSoft

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: CCS Quality Support Admin Asst
Agency: Department of Early Care and Learning
Job Requisition ID: JR0000006051
Shift: Day (United States of America)
Compensation Details: $35,618.70 - $46,245.72
Job Description: OPEN TO CURRENT CCS EMPLOYEES ONLY
Salary: $35,618.70 - $46,245.72
Salary commensurate with education & experience.
Job Code: GST052
Pay Grade: H
Location: 2 Martin Luther King Jr. Drive, SE, Atlanta, Georgia 30334

Bright from the Start: Georgia Department of Early Care and Learning is responsible for meeting the child care and early education needs of Georgia's children and their families. It administers the nationally recognized Georgia's Pre‑K Program, licenses child care centers and home‑based child care, administers Georgia Childcare and Parent Services (CAPS) program, federal nutrition programs, and manages Quality Rated, Georgia's community powered child care rating system. The department also houses the Head Start State Collaboration Office, distributes federal funding to enhance the quality and availability of child care, and works collaboratively with Georgia child care resource and referral agencies and organizations throughout the state to enhance early care and education.

Job Summary

Under broad supervision, the CCS Quality Support Administrative Assistant, performs a wide range of office administrative duties for assigned functions of 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. This position is based at the Twin Towers office. Performs additional duties as assigned.

Job Responsibilities

• Serves as the Lead Administrator in managing the Lawful Presence Verification Process for CCS.
• Responsible for training other administrative staff in the Lawful Presence Verification process.
• Processes license fee payments.
• Works directly with providers to ensure all required documentation is submitted; enters information into the KOALA system; works directly with Finance throughout the process.
• Monitors and reports change of ownership statuses and issues to the CCS Administrative‑Operations Unit Manager.
• Monitors Fee Payment mailbox and responds to inquiries.
• Conducts review of ownership status for licensed providers on an as‑needed basis throughout the year.
• Works directly with providers and with other divisions (Pre‑K, Nutrition, Audits, CAPS) to help resolve any issues.
• Monitors and reports Secretary of State status issues to the CCS Administrative‑Operations Unit Manager.
• Serves as the Lead Administrator in overseeing the CCS file room.
• Oversees the new and closed file processes and the purging of state files.
• Responsible for training other administrative staff in these processes.
• Maintains records of CCS equipment and supplies inventory.
• Receives, organizes, stores, and monitors CCS supplies and materials.
• Completes requisition process for the purchase of supplies, travel, shredding and other items through the state People Soft System.
• Submits Purchase‑Card Reconciliation Report. (Credit Check Required)
• Serves as Shred‑it Coordinator.
• Maintains and edits Standard Operating Procedure documents for the unit, as needed.
• Trains new administrative staff in all required administrative duties: processing work, filing, sending supplies, creating and closing state files, monitoring mailboxes, serving as front desk receptionist.
• Tracks the purchase and disbursement of ink and postage.
• Serves in various customer support roles as needed: front desk receptionist, researching technical issues.
• Maintains and processes leave grid for the division.
• Maintains in‑depth and current knowledge of Department and division/unit rules, policies, and procedures.
• Uses computer word processing, spreadsheet, and database software to routinely prepare assigned reports, memos, and documents.
• Completes other duties as assigned.
• Handles incoming calls from public regarding general and specific questions and processes related to Child Care Services.
• Attends all required trainings and meetings as scheduled related to the Administrative Unit and/or departmental initiatives.

Minimum Qualifications (HRA)

High school diploma/GED and four (4) years of job‑related experience; or two (2) years of experience required at the lower level Admin Assistant 2 (GST051) or position equivalent.

Preferred Qualifications

• Bachelor’s degree from an accredited college or university and two (2) years of related experience in state government or a similar organization.
• Experience working cooperatively with others as part of a work team.
• Proficient in Word and Excel.
• Excellent organizational skills.

Technical Competencies

• Proficient in Microsoft Office: Word and Excel.
• Ability to multi‑task, prioritize, and work independently as well as in team environments, often under tight deadline situations.
• Effective interpersonal as well as strong oral and written 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 be resourceful and proactive in dealing with issues that may arise.
• Ability to maintain confidentiality of work related information and materials.

Physical Requirements

Occasionally: stand or walk for long periods of time; regularly requires bending, stooping, reaching, twisting, lifting, pushing, pulling and moving items or materials occasionally of moderate weight (10-50 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

• 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

Background Check

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.

Equal Employment Opportunity

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

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.