Office Assistant

Office Assistant

Join Team Georgia and impact lives everyday while receiving a robust benefits package designed for every stage of your career!

Summary/Objective: Under general supervision, performs comprehensive clerical and support duties. Duties include gathering information, entering data, preparing correspondence, maintaining records, and providing accurate information and assistance regarding authorization and invoice of services provided for individuals with disabilities.

Essential Functions:

• Provides general administrative support to a Vocational Rehabilitation office to include receptionist duties, answers office phones, monitor and maintain office supplies, may open and close office, etc.
• Provides information to educate the public, other agencies, vendors and potential customers about rehabilitation authorization and invoice of services.
• Maintaining a positive, empathetic, and professional attitude toward customers at all times.
• Interviews individuals with disabilities to obtain information and provides referral services.
• Prepares and sends correspondence according to vocational rehabilitation policies and procedures.
• Enters accurate participant data in the client information system at the direction of the counselor, as well as captures reporting data.
• Processes and monitors authorizations and invoices for rehabilitation services in accordance with policies and procedures.
• Maintains communication with clients, providers, partners, and other stakeholders.
• Observes rules of confidentiality as stated by departmental guidelines in the dissemination and interpretation of test results and other case file information.
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
• May serve as the designated Emergency Coordinator for the assigned office, responsible for implementing GVRA's Emergency Preparedness Plan, coordinating evacuation and shelter-in-place procedures, and maintaining communication with the Property & Facilities team during emergencies.
• May be responsible for leading local emergency response efforts, including conducting periodic safety checks, maintaining updated contact and person in need of assistance rosters, and ensuring all employees are familiar with emergency procedures and assembly locations.

Competencies:

• Technical Capacity
• Personal Effectiveness/Credibility
• Organizational Skills
• Thoroughness
• Collaboration Skills
• Communication Proficiency
• Flexibility

Required Education and Experience: High school diploma or GED AND ability to perform basic office functions and computer related duties.

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: Two (2) years or more experience in a professional office setting; Proficient in Microsoft Office Suites and Applications (Word, Excel, Outlook, Teams, etc.).

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 talk or hear. 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, crouch or crawl. The employee must occasionally lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Working Conditions: Incumbents working in this job perform duties in an office setting. This is a 40-hour workweek requirement. The 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, 8:30 a.m. to 5 p.m. This position occasionally requires long 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 View email address on click.appcast.io.

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.