Executive Admin Assistant 1 (Confidential Secretary)- Atlanta- Headquarters- Legal Division

Job Vacancy Announcement: Executive Admin Assistant 1 (Confidential Secretary)

Location: Headquarters – Legal Division

Pay Grade – L

Job Code – GSP141

Salary: $57,250

 

Job Description:

The Georgia Department of Public Safety (DPS) oversees the day-to-day operations of the Georgia State Patrol (GSP), Capitol Police, and the Motor Carrier Compliance Division (MCCD). We currently have an opening for the Executive Administrative Assistant to the Director of the Legal Division.

The Legal Division provides legal analysis, drafting, counsel, guidance, and assistance to the Commissioner and DPS employees for the agency’s mission and operations, including contracts, property transactions, open records, lawsuits, legislation, policy, media inquiries, employment matters, and representation at administrative hearings.  

The position reports to the Legal Director, within the Legal Division and under general supervision.

 

Key responsibilities:

  • Executive level assistance and professionalism:
    • maintains confidential information;
    • utilizes good time management;
    • provides timely, courteous, and professional support;
    • attentive to details (spelling, grammar, punctuation, and capturing of messages, names, and directives);
    • maintains working knowledge of the Department’s divisions, units, directories, officer ranks, and chain of command; and
    • works well with others.
  • Serves as one of the Legal Division’s designees for personally and properly served lawsuits and ante litem notices;
  • First point of contact and often the Department spokesperson for internal and external callers, requestors, visitors, and complainants:
    • stays abreast of Department practices and conveys responsive and releasable information, as needed;
    • recognizes the need for escalation to supervisors, and does so timely and effectively; 
    • effectively and efficiently gleans information and provides sufficient direction and resources;
    • facilitates meaningful resolution of problems and difficult situations; and
    • exercises patience and professional decorum.
  • Assists the Legal Director and Deputy Legal Director in organizing and executing daily activities and special projects:
    • provides program, administrative, and technical assistance;
    • provides copies, scans, labels, and emails documents for legal files, computer folders, or distribution to agency employees;
    • tracks administrative law and regulatory notice processes, including calendaring and providing internal communications for notices of appeal, preparing case files, sending legal notices of hearings, and contacting internal witnesses for court appearances and needed documentation;
    • prepares reports, presentations, data entry, and gathering of information; 
    • distributes the DPS Legal Review for a large email circulation; and
    • schedules appointments, maintains calendars, and coordinates meetings;
  • Assists the Open Records Unit:
    • second point of contact for receipt of payments;
    • coordinates with the DPS accounting unit (third point of contact) concerning payments and needed reimbursements;
    • back-up for administrative needs (telephone, mail, etc.) when requested by the Legal Director; and
    • general bookkeeping and monthly computations to the Legal Director. 
  • Other Administrative Responsibilities:
    • obtains, receives, distributes and prepares Legal Division mail;
    • reviews incoming correspondences for appropriate and timely distribution to the attorneys and paralegal;
    • distributes the DPS monthly Roster to the Legal Division;
    • assesses and maintains in good, neat, and working order the Legal Division’s main copiers, shredder, staplers, shelves, tables, and cabinets;
    • maintains and submits certifications of internal and external training of Legal Division members;
    • working knowledge of DPS computer systems for pulling materials and assisting internal and external customers;
    • administrative back-up to agency attorneys and paralegals, as needed and requested by the Legal Director.
    • reports technology issues through DPS-approved channels;
    • updates the Legal Division’s roster and organizational;
    • coordinates timely equipment, passcodes, and provisions for new Legal Division employees and assists with their on-boarding;
    • coordinates with Legal Division vendors (Westlaw, copiers);
    • determines supply needs, acquires authorization, and timely submits orders in compliance with agency protocol and procedures; and 
    • collaborates with the Director and agency attorneys in the development of efficient delivery systems for all services within the office.

 

Entry Qualifications:

High School diploma/GED and two (2) years of professional-level job-related experience working in an administration-related field.

 

Preferred Qualifications:

1. Knowledge and experience in the use of the Internet; E-mail; Microsoft Office Suite, particularly Word, PowerPoint, Teams, SharePoint, and Excel.

2. Successful experience providing administrative support for a unit that included dealing with issues, situations, and documents of a sensitive and/or confidential nature.

3. Experience in an office setting with excellent customer service skills.

4. Experience composing and formatting correspondence and other documents.

5. Purchasing Experience, particularly with state systems and purchasing card reconciliation.

6. Experience in the Leave Accounting System, EPORTS, Evidence Library, Mobile Forms, and DPS Roster.

7. Experience in the Concur Travel system; experience in travel arrangements.

8. Experience in preparing meeting agendas.

 

Application deadline:  April 16, 2025

 

Instructions to apply for this position:

 

1.    Click on:  https://careers.georgia.gov/jobs/executive-admin-assist-1-legal-division-67076

 

       

 

Only applicants chosen for an interview will be contacted. This is an unclassified position unless filled by a classified employee. 

 

 

The Georgia Department of Public Safety is an Equal Opportunity Employer.  Employees and applicants will not be discriminated against on the basis of race, color, religion, gender, natural origin, age, disability or genetic information.