Position Summary

This position is responsible for managing general office administrative operations. Specifically, this position plays a crucial role in ensuring the smooth and efficient operation of various administrative functions within the department. Additionally, this position handles issues relating to building operations and Department leases, fleet management, coordinates all emergency policies and procedures, and assists with records management for the Department. This role requires strong organizational skills, attention to detail, and the ability to effectively manage Administrative Support staff.

Duties

·        Manage and supervise Administrative Support staff.

·        Analyzes processes and procedures in areas of responsibility to evaluate utilization, estimate cost, and to assist the director and division management with assessing future needs.

·        Oversees fleet operations for the Department. This includes, but is not limited to, providing training to new and existing staff, ensuring State and Department fleet management policies are up-to-date and communicated to staff, maintaining mileage and maintenance records of all vehicles, analyzing utilization of vehicles, and coordinating activities relating to the request for new vehicles or disposal of vehicles.

·        Oversees accident and insurance reporting, and coordinates insurance claims, vehicle repairs, police reports, and vendor payments.

·        Serves as the Department safety coordinator. Ensure policies and procedures are up-to-date and communicated, staff are trained on safety related issues, and safety protocols are executed as outlined in State or Department policies. Works with appropriate staff and/or respective leadership to investigate accidents and determine what actions are needed to avoid future occurrences.

·        Serves as the Department’s Emergency Coordinator; assigns floor coordinators, maintains, and distributes the Department’s emergency reference guide, trains staff on emergency procedures, communicates to management about planned drills, and maintains the list of “persons needing assistance.” In the event of a disaster, this position would be a member of the incident management team and would help evaluate the disaster and begin the preparation for disaster recovery.

·        Assists in managing Department records in accordance with State and Department guidelines; Works collaboratively with the Department Records Manager to ensure records are stored, archived, recycled, and destroyed according to retention schedules and policies; Updates policies as needed and ensures all Department staff are educated on retention schedules and policies; Serves as the Division records coordinator.

·        Manages oversight of Department facilities for Atlanta and regional offices; works with landlords of the regional offices to address building issues, reports building problems to GBA and coordinates with appropriate personnel for building repairs; coordinates with GBA or other organizations, as needed, for equipment or furniture moves; reviews repairs for completion and functionality.

·        Assist with the procurement process, including preparing and entering requisitions and purchase orders. Assists with other procurement functions as needed.

·        Performs other duties as assigned by the Division Director and Division management.

Education Requirements

·        Bachelor’s degree in business administration, Public Administration, or a related field.

Experience

·        Minimum of 5 years of progressively responsible experience in office services, fleet management, or administrative management, preferably in a government setting.

·        Strong knowledge of best practices relating to building management principles, fleet operations, records management practices, and procurement processes.

·        Ability to develop policies and procedures and skilled in employee training and development.

·        Demonstrated leadership abilities and experience supervising a team.

·        Intermediate level of knowledge in Microsoft Office suite and other relevant software applications.

Skills

·        Project Management

·        Organizing and prioritizing the work for oneself and others.

·        Highly developed office management and organization.

·        Excellent communication skills, both verbal and written.

We are committed to creating a diverse environment and are an equal opportunity employer.

The Department offers a flexible schedule, competitive benefits and telework opportunities.  For more information about our agency, please visit www.audits.ga.gov.