State of Tennessee Looking for ADMINISTRATIVE ASSISTANT 1 – 06292023-47661 at Nashville, TN  Full Time

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF HEALTH, POLICY, PLANNING AND ASSESSMENT DIVISION, DAVIDSON COUNTY

Qualifications

Education and Experience: Graduation from an accredited college or university with a bachelor’s degree; qualifying full-time increasingly responsible sub-professional experience or paraprofessional or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Necessary Special Requirements: Positions within the Department of Human Services may be required to:

1. Complete a criminal history disclosure form in a manner approved by the appointing authority;
2. Agree to release all records involving their criminal history to the appointing authority;
3. Supply a fingerprint sample prescribed by the TBI based criminal history records clerk.

Positions within the Disability Determinations Section of the Division of Rehabilitation Services within the Department of Human Services will be required to complete a federal background check in accordance with the Homeland Security Presidential Directive 12 (HSPD-12) for issuance of an HSPD-12 compliant Personal Identity Verification (PIV) credential card.

Summary

Summary: Under general supervision, is responsible for professional staff work of routine through average difficulty in relieving an executive of administrative detail; and performs related work as required.

Responsibilities

Performing Administrative Activities:

1. Learns to perform human resources administration in one or more of the following areas: employee relations, affirmative action, recruitment, employee development, and training.
2. Performs a variety of general staff administrative duties to support program operations.

1. Reviews applications for state employees to ensure applicant meets requirements for requested service.
2. Compiles specific program related information as required by the program area.

1. Conducts grant monitoring to ensure compliance with grant requirements are met.
2. Monitors the inventory of state tagged equipment to ensure compliance.

1. Verifies eligibility information to ensure federal/state standards are met.

1. Learns to serves as liaison between agency and the general public, persons in other state departments and divisions, officials, and entities outside the organization in order to explain matters of procedures and regulations.

1. Provides external and internal training of procedures/guidelines as needed.

1. Prepares documents to meet agency’s needs.
2. Reviews documents in order to ensure accuracy, completeness, and adherence to standards.

1. Analyzes, interprets and enforces existing policies and procedures.

1. Maintains working relationship with general public, persons in other state departments and divisions, officials, and entities in the day to day operations of the agency.

1. Reviews work of others to determine program requirements are met.

1. Utilizes appropriate computer programs to accomplish administrative activities.

1. Monitors inventory of supplies to ensure adequate materials are available.
2. Monitors time in Edison to ensure employees have entered time correctly and supervisors have approved all exceptions.
3. Ensures facilities are adequately maintained according to environmental, health, and safety standards.
4. Monitors to verify that correct item is ordered, processed, and received.

1. Inspects products to ensure standards are met.

1. Participates in training to keep current with job requirements.

1. Maintains log to monitor the job functions of others and provides status updates as requested.

1. Serves as point of contact with the general public by providing requested information.

1. Gathers information on inquiries by email, phone, or in person.
2. Obtains contact information from state websites to provide direction to the general public as needed.
3. Uses internet search engines (i.e., Google) to identify items or products to assist in the creation of requisitions.

1. Ensures the availability of necessary equipment and supplies.

1. Communicates status of assigned tasks or other relevant information as requested.

1. Schedules appropriate size meeting rooms to accommodate events.
2. Uses email software (i.e., Microsoft Outlook) to inform staff of scheduled meetings.
3. Maintains calendar of scheduled meetings.

Competencies

Competencies:

1. Clerical
2. Communications and Media
3. Customer Service and Personal Service
4. Mathematics

1. Active Learning
2. Learning Strategies
3. Mathematics
4. Monitoring
5. Reading Comprehension
6. Speaking
7. Writing
8. Negotiation
9. Troubleshooting
10. Judgment and Decision Making
11. Time Management

1. Oral Comprehension
2. Oral Expression
3. Written Comprehension
4. Auditory Attention
5. Speech Clarity

Tools & Equipment

1. Personal Computer
2. Telephone
3. Fax Machine
4. Printer
5. Scanner
6. Copy Machine
7. Calculator
8. Retail Sales Equipment

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver’s license
• For the past five years, the candidate’s driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver’s License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.