(Hiring salary will be based on experience, credentials, pay equity, and statewide rules)

GENERAL DESCRIPTION:

The Department of Administrative Services (DOAS) is currently seeking an energetic and dedicated individual to work in a customer-focused work environment. DOAS is a hybrid work environment and this position will be expected onsite 3 days each week. Our offices are conveniently located in the Floyd Building in downtown Atlanta across from the State Capitol with direct access to the GSU Marta Station and other mass transit and parking options. In this role, you will support the Deputy Commissioner of the State Purchasing Division (SPD) as well as the Deputy Commissioner of Operations within DOAS. You will work one-on-one with the Deputy Commissioners and interact with the agency Commissioner and a team of professionals from other business units within the agency. This role requires a high level of customer service and exemplary organizational skills as you perform a variety of clerical and/or administrative duties.

Job Responsibilities will include but are not limited to:

• Serves as primary point of contact for external customers including agency/department heads or leaders from other agencies or their Assistants, the Governor’s Office, the Attorney General’s Office and non-state attorneys, employees and former employees
• Provides general support to the Deputy Commissioners including calendar management, travel arrangements, expense reimbursements and drafting correspondence
• Arranging meetings and events for Deputy Commissioners including aspects of meetings/events such as arranging audio/video support, consolidating meeting materials from directors, and other sources, drafting agenda and notating action items for follow-up
• Compiles data, prepares spreadsheets, charts and presentation materials and uses presentation software to prepare and/or edit presentations
• Manages P-card purchases for SPD using the financials system to create requisitions, purchase orders and reconcile monthly statement from credit issuer*
• Maintains an efficient documentation and electronic filing system for vendor contracts and various types of correspondence to and from Deputy Commissioners
• Assists with issuing supplies from Centralized Office Supply system
• Liaison with Human Resources for onboarding and offboarding SPD employees
• Serves as Records Management Officer for SPD
• Responsible for the schedule/booking and use of conference rooms
• Greets and directs office visitors and clients as required
• Answers, screens, and routes telephone calls
• Partner with the Administrative Assistant for the Commissioner’s office to support the Executive Business Operations Manager in maintaining the receptionist area, workspace, and break room area in a clean and organized manner and any other duties in support of the Commissioner’s Office

Required Knowledge, Skills and Abilities:

• Demonstrated experience as an administrative assistant in direct support of upper level executives
• Mature judgement and discretion regarding handling of sensitive and confidential information
• Must be able to multi-task, prioritize daily workload & work in a rapidly changing, fast growth environment
• Ability to provide exceedingly high level of support to both internal and external customers at all levels
• Exemplary time management, planning & organizational skills
• Refined interpersonal skills (telephone & face-to-face) and exceptional written communication skills
• Advanced level proficiency in Microsoft Office Suite
• Initiative and ability to work with minimum oversight
• Full comprehension of office management systems and procedures
• Strong analytic and problem solving skills with strong attention to detail
• Display collaborative, positive and intuitive attitude
• Uses discretion and good judgement when interacting with internal and external customers

PREFERRED QUALIFICATIONS: Preference will be given to applicants who, in addition to meeting the minimum qualifications, possess one or more of the following items below. PLEASE CLEARLY INDICATE YOUR QUALIFICATIONS ON YOUR RESUME.

• Eight or more years of administrative support experience
• Demonstrated experience providing administrative support at the executive level
• Prior experience providing administrative support at a State of Georgia Executive Branch agency, entity or authority
• Advanced proficiency in using Microsoft Word, Excel, Outlook, Publisher, PowerPoint software and Visio

Completion of a pre-employment background check is required.

• Eligibility for p-card issuance is an essential function of this job.