Child Care Services Administrative Assistant

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Closing Date: May 1, 2024

Salary Range: $37,000.00 - 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, provides 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.

Job Responsibilities:

• Assists with office and file organization of Deputy Commissioner for Child Care Services and Regional/Unit Managers.

• Provides general clerical duties to CCS management including photocopying and sending outgoing faxes, mail and courier parcels.

• Provides support for regional/unit Consultants and Managers including maintaining and distributing supplies and handling submitted processed work and travel.

• 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.

• Maintains facility files including 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.

• Attends all required trainings and meetings as scheduled related to the Administrative Unit and/or departmental initiatives.

• Serves as front desk receptionist as requested.

• Handles incoming calls from public regarding general questions and processes related to Child Care Services.

• Assists in license fee payments and updating provider information in Child Care Services database.

• Maintains current knowledge of Department and division/unit rules, policies, and procedures.

• May assist with maintaining and processing leave grids and timesheets.

• Provides daily coverage in office, Monday-Friday, 8:00 a.m. - 5:00 p.m.

• Completes other duties as assigned.

Required Minimum Qualification: Associate degree from an accredited college/university AND one year of experience OR three years of related experience.

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.

Bright from the Start: Georgia Department of Early Care and Learning is a family-friendly employer offering flexible work schedules (at supervisory discretion) and a comprehensive compensation package that includes retirement, 401K match, and elective options for health, life, dental, and vision insurance. Bright from the Start: Georgia Department of Early Care and Learning is an equal opportunity employer. A background check will be completed upon hire, which may consist of any of the following: criminal history, credit history, employment history, educational records, IRS records, and 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 . Due to the volume of submissions received by this office, information concerning application or interview status cannot be provided in writing, over the phone, or in person. Only qualified candidates who are selected for an interview will be notified when this vacancy is filled. All applicants who submit a complete application package will be considered but may not necessarily receive notification or an interview. The job posting may be closed at any time without notice.

Associate's degree from an accredited college or university AND One year of related experience OR Three years of related experience.