Salary: $47,982.94 – $63,351.55 Annually
Location : 200 Piedmont Ave. SE Atlanta, GA
Job Type: Full Time Salaried
Job Number: 2023-06627
Division/Section: Workforce Management/HR
Opening Date: 10/15/2023
Closing Date: 10/29/2023 11:59 PM Eastern
Description
Pay Grade: L
Connect passion with purpose. The Georgia Department of Public Health is the lead agency entrusted by the people of Georgia to proudly protect lives and promote healthy lifestyles in diverse communities statewide. We are committed to the health of the population of Georgia as our work impacts past, present and future generations.
What we offer. Enjoy a generous benefits package that includes a flexible work schedule, unique training opportunities, engaging worksite wellness events, wellness breaks, lactation rooms, employee retirement plan, deferred compensation, 13 paid holidays, vacation and sick leave, dental, vision, long term care, and life insurance; in addition to telework opportunities depending on the position.
Make your mark in public service. As an accredited public health department, we’re seeking a highly qualified candidate for the position of Executive Assistant, in the Division of Workforce Management.
Won’t you join us?
This is a grant-funded position.
This position is in-office Monday – Friday.
Job Responsibilities
Under general supervision, provides administrative support to the highest level of administration within the Division of Workforce Management. 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, filing, preparing notes, performing data entry, and other special projects as needed. Reviews incoming correspondences to the office 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. Reports to the Director, Workforce Management.
This position serves in an office manager type capacity.
Primary Duties & Responsibilities:
- Receives employees/visitors into the Workforce Management office suite (serves as the front desk receptionist)
- Ensures the development of initial draft materials for the director, including presentations, correspondence policies, and summaries to prepare for meetings
- Writes and edits e-mails, drafts memos, and prepares communications on the director’s behalf
- Maintains Workforce Management’s SharePoint/website weekly and/or as necessary
- May generate NEOGOV requisitions to support leadership positions
- Maintains staff requests for time-off in Time & Labor as delegated by the Director
- Assists in creating, producing, updating, or disseminating basic information packages, fact sheets, division newsletters, resource guides, policy manuals/standard operating procedures, educational programs, etc., for use within and/or outside the division/department
- Maintains divisional annual calendar of activities
- Maintains org charts
- Maintains comprehensive and accurate records
- Performs minor accounting and budgetary duties
- Organizes meetings to include scheduling and sending reminders
- Maintains the director’s calendar to include making appointments and prioritizing the most sensitive matters
- Prepares reports and updating internal databases
- May lead the facilitation and coordination of internal team building activities
- Carries out short-term projects as directed by the director to support the entire division
- Assists with orientation, training, or providing task guidance associated with the various sections
- Assists in developing marketing materials (e.g., exhibits and promotional materials)
- Assists in planning and coordinating conferences, meetings, and special events
- May participate in planning, complete special research projects, or assist with development and presentation of educational outreach activities
- Works independently
- Maintains confidentiality while working with privileged, sensitive records, materials, and information
- Performs other duties as assigned
Minimum Qualifications
Bachelor’s degree in business administration, communications or a related field from an accredited college or university AND Three years of office administration or senior secretarial experience, or equivalent combination of experience, education, and training.
Preferred Qualifications:
- Five or more years’ experience providing executive level administrative support
- A minimum of three years’ experience coordinating meetings with agency stakeholders and partners at various levels
- Five or more years’, experience managing correspondence for high level managers, including drafting documents and maintaining related files of correspondence
- Proficiency working with all Microsoft computer applications and products
- Advanced knowledge of office administration principles and practices, systems, technology, and workflow
- Effective written and verbal communication skills
- Leadership and problem-solving skills
- Proven ability to work independently
- Proven ability to maintain confidentiality
- Proven ability to multitask job priorities
- Proven ability to work in a team environment
Additional Information
Georgia Department of Public Health Commissioner and leaders encourages all employees to engage in regular wellness activities and to make lifestyle choices that promote health and well-being.
The use of wellness breaks during the workday is authorized to support this philosophy and assist employees in meeting their wellness goals. A maximum of 30 minutes in a given workday may be used to engage in wellness activities, generally in the form of two 15-minute breaks or one 30-minute break.
Employment Information
Current State employees are subject to State Personnel Board rules regarding salary.
DPH accepts educational credential recognized by the Council for Higher Education Accreditation (CHEA) and/or the US Department of Education (DOE) will be considered. DPH will contact educational institutions to verify degree, diploma, licensure, etc.
The candidate selected for this position may be subject to pre-employment drug screening and a criminal background check.
Relocation assistance is not provided.
As an employee of DPH, in the event of an identified emergency you may be required, as a term and condition of employment, to assist in meeting the emergency responsibilities of the department.
If you require accommodations under the American Disability Act (ADA), email request by the closing date of this announcement to: DPH-HR@dph.ga.gov.
DPH is an Equal Opportunity Employer
Due to the volume of applications received, we are unable to provide information on application status by phone or e-mail. All qualified applicants will be considered, but may not necessarily receive an interview. Selected applicants will be contacted by the hiring agency for next steps in the selection process. Applicants who are not selected will not receive notification.
This position is subject to close at any time once a satisfactory applicant pool has been identified.
Standard Benefits for FULL Time Salaried Employees
In addition to a competitive salary, we offer a generous benefits package that includes a flexible schedule, training opportunities, health insurance, employee retirement plan, deferred compensation, 13 paid holidays, vacation & sick leave, dental, vision, long term care, and life insurance.
No benefits are offered for part time employees.
01
The answers you provide to the supplemental questions will be used to determine if you meet the minimum qualifications for this position. Your responses pertaining to specific work experience and education must be clearly shown in the areas for work history and education on your application. Your application must be completed in full before it is submitted. We do not accept additional information after your application has been received by the Personnel Department. Do you accept these conditions?
- Yes
- No
02
What is your highest level of education completed?
- Master’s Degree
- Bachelor’s Degree
- Associate’s Degree
- High School Diploma
- GED
- None of the above
03
Are you a current employee of the Georgia Department of Public Health?
- No
- Full Time Employee
- Part Time Employee
- Temp or Contractor
- Intern
- Volunteer
04
How many years of experience do you have in providing executive level administrative support?
- None
- Less than 1 Year
- 1+ Years
- 2+ Years
- 3+ Years
- 4+ Years
- More than 5 Years
05
How many years of experience do you have assisting senior level executives and/or directors in a position that requires the ability to handle sensitive information?
- None
- Less than 1 Year
- 1+ years
- 2+ Years
- 3+ Years
- 4+ Years
- More than 5 Years
06
How many years of experience do you have in handling day-to-day activities including dynamic calendar management and arranging conference calls and meetings?
- None
- Less than 1 Year
- 1+ Years
- 2+ Years
- 3+ Years
- 4+ Years
- More than 5 Years
07
How many years experience do you have coordinating logistical arrangements for internal and external meetings, seminars, and conferences for all programs including ensuring facility contract execution and completion and assistance with agenda development and supplies procurement?
- None
- Less than 1 Year
- 1+ Years
- 2+ Years
- 3+ Years
- 4+ Years
- More than 5 Years
08
What is your level of proficiency utilizing Microsoft Office 365 (i.e. Outlook, Word, Excel, PowerPoint, SharePoint, Teams) to perform work?
- None
- Beginner: Some exposure, but just learning
- Intermediate: Needs guidance
- Advanced: Can train others
- Expert
Required Question