Executive Administrative Assistant

The purpose of this classification is to provide executive and secretarial support to the Chief Administrative Officer (CAO) of the Regional Forensic Center.

• Coordinate meetings, appointments, travel, and other logistics of the CAO itinerary and others as needed.
• Act as organizational POC for Information Technology, order IT items, administrator for MDILog application, and responsible for organizational web design/presence; assists all new hires with access to appropriate files.
• Assist CAO with Human Resources functions by creating and maintaining personnel files, scheduling interviews for Forensic Center job applicants, processing new hire forms and requisitions, and assuring efficient onboarding of staff including UTK pathology residents. Accesses and distributes all applications to hiring managers and is responsible for removing access and notifying count following all terminations from the RFC.
• Create and manage organizational newsletter; draft and/or type memoranda, contracts, letters, and other documents; layout/design of all training manuals and customized forms; maintain files for the CAO and staff.
• Prepare presentations for CAO and other staff as needed, including annual reports.
• Distribute and collect various forms, reports, and other documents such as performance evaluation forms, job descriptions, time sheets, and changes to policies and procedures.
• Act as RFC contact for all electronic based applications and is responsible for securing photos digitally for electronic distribution.
• Point of contact for outside counties ME’s on case file access.
• Assist CAO and safety manager with risk management, OSHA, quality compliance, accreditation activities and policy and procedure manuals.
• Create and maintain logs, spreadsheets, data files, and mail merge files.
• Answer the telephone, provide information, and answer general questions; make referrals to appropriate individuals, departments, or agencies; forward calls as appropriate.
• Transmit/receive records and other documents to and from other Knox County Government offices; assure submission and tracking of County Commission items.
• Responsible for audio/visual set up for RFC employees and partner needs.
• Responsible for RFC Key Security: inventory, key requests, and ensure all keys are returned at termination date.
• Prepare all subpoenaed documents and work with law director’s office to ensure accuracy and compliance.
• Conduct monthly case audits of 300 plus case files for completeness and accuracy.
• Schedule all shadow, residents and visitors to the RFC and maintain room reservation calendars.
• Take meeting minutes for bi‑weekly managers’ meetings.
• Submit all NAME updates for annual accreditation.
• Oversee the intern paperless data project.
• Picks up histology slides from UT hospital weekly.

• Education:
  
  High School
• Certifications (Required By Hire):
  None
• Certifications (Required After Hire):
  None
• Experience:
  
  1 year
• Preferences:
  None
• Other Requirements:
  Must possess and maintain a valid TN driver’s license.

• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities may be considered for employment into the position.
• Successfully pass a background check.

None

• Excellent verbal and written communication skills
• Proficient in PCs, tablets, smartphones and other electronic devices
• Highly proficient in use of Microsoft Office suite of products
• Strong interpersonal skills
• Strong problem‑solving skills

• Ability to work in a position of moderate complexity
• Ability to work cooperatively as a member of a team
• Ability to focus and demonstrate attention to detail

• Respond to and report immediately if called upon by local, regional or central office supervisors, as part of a coordinated emergency response by the Knox County Mayor’s Office.
• Ensure regular, punctual attendance during scheduled work hours.
• Perform other duties as required.

None specified.

• Physical demands are light. Ability to lift up to 20lbs.
• Work is completed in an office setting.

Knox County Government is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Knox County Government may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.