CCS Quality Support Admin Asst

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Job Title:

Agency:

Department of Early Care and Learning

Job Requisition ID:

Shift:

Compensation Details:

Job Description:

OPEN TO CURRENT CCS EMPLOYEES ONLY

Salary: $35618.70 - $46245.72 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 Georgias children and their families. It administers the nationally recognized Georgias 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 Georgias 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:

Bachelors 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 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 13paid 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 . 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. 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 subject to being closed at any time without notice. Only those qualified candidates who are selected for an interview shall receive notification upon the filling of this vacancy.

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

Minimum Qualifications:

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.