GST052 Administrative Assistant 3 (pay grade H)

Job Salary - $42,955

JOB SUMMARY: Under broad supervision, performs a wide range of office administration duties for assigned functions or 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. Drafts documentation, reports, or presentations. Represents program or unit, provides information and assistance to internal and external customers.

JOB SPECIFIC DUTIES: Under general to limited supervision, provides professional-level administrative support which requires exercise of independent judgment and initiative.  Duties include generating budget reports, processing invoices, and other financial and administrative documents.  Coordinate with General Accounting and Budget Service offices regarding the Division budget and invoice processing.  Coordinates meetings and agendas, manages conference rooms, supports the Division in both internal and external settings. May supervise administrative staff within the office.  Manage time keeping process for the Division, including review and Division sign-off.    Represents and supports the Operations Division and especially (but not exclusively) its State Utilities and State Maintenance Offices. Provides information and assistance to internal and external customers.

MINIMUM QUALIFICATIONS

The selected candidate must meet the advertised minimum qualifications to include State Entry Qualifications as well as Agency Specific Minimum Qualifications

STATE ENTRY QUALIFICATIONS: 

·         Associate’s degree from an accredited college or university AND Two years of related experience

OR

·         Four years of related experience.

AGENCY MINIMUM QUALIFICATIONS: 

·         Demonstrated experience providing administrative support to an Assistant Office Head or above in a state government environment. 

·         Demonstrated ability to perform complex clerical or administrative work (i.e. compiling timesheets, mileage reports, training employees, coordinating events, monitoring, and reviewing technical documents) in support of a program function.  

·         Possesses extensive experience writing correspondence, technical reports, drafts of policies or minutes of meetings.

·         Demonstrated ability to utilize basic computer applications related to the job such as Microsoft Office programs including but not limited to; Word, Excel, PowerPoint, Kronos, PeopleSoft.

·         Demonstrated experience administering and monitoring budgets. 

·         Demonstrated ability to effectively and accurately gather, organize, and compile information into final reports/packages.

·         Demonstrated ability to prepare business correspondence using the correct English grammar, punctuation and spelling.

·         Demonstrated ability to interpret and apply instructions, policies, procedures and/or specifications related to the job.

·         Demonstrated experience managing time requirements to set up meetings and appointments.

·         Demonstrated ability to complete assignments in a timely manner, and appropriately evaluates own progress toward completion of work goals.

·         Ability to communicate effectively with coworkers, supervisors, and other internal or external staff triaging telephone calls within the Office and Department.

·         Displays a high level of effort and commitment toward work and displays high standards of ethical conduct.

·         Demonstrated experience working cooperatively with others as part of a work team. 

·         Committed to providing quality customer service. 

AGENCY PREFERRED QUALIFICATIONS:

• Demonstrated experience administering enterprise timekeeping in Kronos / Time & Labor, including resolving complex exception logs, leave adjustments, and overtime routing across multiple operational units.
• Demonstrated experience administering Concur travel requests, bookings, and reimbursements.
• Demonstrated knowledge of GDOT policies, processes, and procedures. 
• Demonstrated experience supervising lower-level clerical staff.
• Familiarity with the operational structure and standard workflows of GDOT’s State Utilities Office, State Maintenance Office, or Transportation Data Office, or State Traffic Operations Office.
• Proven ability to independently draft professional executive-level correspondence, memoranda, and customer service inquiries addressed to local governments, utility owners, contractors, and the public.
• Advanced proficiency in Microsoft Excel (e.g., pivot tables, VLOOKUP/XLOOKUP, multi-tab workbook maintenance) to track division-level budget allocations, operational expenditures, and contract balances.
• Demonstrated proficiency using PeopleSoft Financials (or equivalent state accounting modules) for requisition entry, purchase orders, routing invoices, and tracking vendor payments.
• Familiarity with GDOT operational policies, processes, and project databases (such as TPRO, GUPS, or enterprise maintenance/asset management systems).
• Proven experience managing executive calendars, coordinating multi-agency meetings, maintaining division records, and drafting high-level professional correspondence.

IMPORTANT INFORMATION FOR ALL GDOT JOBS 

The interview is just one part of the overall selection process and is not the only criteria used to make the final selection.  In addition to the interview, the final selection is based on the applicant’s work history and performance (documented in HR and/or Office files), PeopleSoft/employee status (i.e. rehire code), employee performance reviews, personnel file review (HR & Office Files), criminal background check, employment reference checks (including references and commendations from Managers and other relevant documentation) and, for supervisory positions, demonstrated leadership skills based on past and current work history will be considered.  

Good Employment Standing:

In accordance with the Interview and Selection Process (ISP), an applicant must have no active disciplinary actions to be in good employment standing.  Actions that may disqualify an applicant include letters of reprimand (active for 12 months after issuance date); suspension without pay or disciplinary demotion (active for 12 months from the effective date); Performance Improvement Plans (PIP) and Leave Restriction Plans (active until 12 months after the date of conclusion).  In addition, an employee must have an overall ePerformance rating score of three (3) or higher on their most current evaluation.  Please note that Memorandums of Concern are not considered disqualifying factors.  Human Resources may remove any employee from consideration for selection who is pending a disciplinary action; however, if the action is resolved in the employee’s favor, he or she will be allowed to compete. 

THIS IS AN INTERNAL AND EXTERNAL JOB ANNOUCEMENT OPEN ONLY TO GEORGIA DEPARTMENT OF TRANSPORTATION EMPLOYEES

THIS IS AN UNCLASSIFIED POSITION.

THE SELECTED APPLICANT FOR THE POSITION WILL BE SUBJECT TO A REFERENCE CHECK AND CRIMINAL BACKGROUND CHECK, WHERE APPLICABLE

PLEASE INCLUDE ALL RELEVANT JOB INFORMATION ON THE APPLICATION FOR

CONSIDERATION. ALL APPLICATIONS WILL BE PRESCREENED.

UPON PROMOTION, THE SELECTED CANDIDATE WILL RECEIVE 10% or THE GDOT JOB SPECIFIC MINIMUM SALARY, WHICHEVER IS GREATER. 

GDOT IS AN EQUAL OPPORTUNITY EMPLOYER