GVRA:

The Georgia Vocational Rehabilitation Agency operates five integrated and interdependent statutory programs that share a primary goal - to help people with disabilities to become fully productive members of society by achieving independence and meaningful employment. Our programs impact both employers and job seekers. Our bottom line is to tailor our services to fit your needs. And our promise to you is consistent professional service with responsive and responsible follow-up.

Summary/Objective: 

Under broad supervision, provides administrative support to the highest level of administration within the organization. This position reports directly to the executive assistant of the agency but provides support to the entire Executive Leadership team. Responsible for scheduling appointments, maintaining calendars, and managing multiple priorities. Assist in the preparation of reports, gathering and researching information, preparing presentations, coordinating meetings, copying, and filing, preparing notes, performing data entry, and other special projects as needed. Reviews incoming correspondences to executive and forwards appropriately or, based on a knowledge of recipient's views, may respond for them.

Assists in the administration and interpretation of policies and procedures for the organization and department. Maintains confidential information. May act as a spokesperson for departmental inquiries. Manages complex duties that require a large degree of independent judgment. Performs related responsibilities as required attention of the executive team. Position may be responsible for mail and handling sensitive documents for the human resources, general counsel, or fiscal teams.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.Provides administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.

2.Maintaining comprehensive and accurate records.

3.Reviews contracts and makes recommendations to the Executive team.

4.Organizing meetings, including scheduling, sending reminders, and organizing office events when necessary.

5.Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.

6.Managing the executive leadership calendar, including making appointments and prioritizing the most sensitive matters.

7.Act as the point of contact for customer Care and Constituency Services or other external partners.

8.Manage information flow in a timely and accurate manner.

9.Make travel and accommodation arrangements.

10.Manages special projects of the Executive team including tracking, updating, and overseeing small projects.

11.Manages and tracks all requested access for entrance into the executive.

12.Format information for internal and external communication – memos, emails, presentations, reports.

13.Responsible for minutes during meetings.

14.Responsible for monthly communications with board members and expense reports.

15.Ensures and assists GVRS, State Rehabilitation Council, and Employment First Council members complete their annual ethics training and affidavits.

16.Act as an office manager by keeping up with office supply inventory.

17.Reviews, approves, and submits travel and expense statements for executive leadership.

18.Approves time for direct reports of executive leadership.

19.May assist with open record requests or assist with background checks to ensure timely response.

20.Initiates hiring justifications and packages for executive leadership.

21.Provides training to administrative staff on procurement procedures, expenses, travel, and office supply purchases.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Competencies:

1.Time management and ability to meet deadlines.

2.Verbal and written communication skills.

3.Strong organizational skills and ability to multitask.

4.Problem-solving and decision making.

5.Proactivity and self-direction.

6.Interpersonal skills.

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 accommodations 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 accommodation 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 ada_request@gvs.ga.gov.

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:

1.A minimum of three years of related experience supporting multiple top-level executives.

2.A minimum of two years of experience supporting an oversight advisory board, scheduling and setting up meetings, preparing materials for the meetings, attending meetings, and taking minutes.