Administrative Services Assistant

Administrative Assistant

The Administrative Assistant is responsible for supporting the effective and efficient administration of budgeted funds, grant invoicing processes and departmental operations. This includes assisting with administrative elements of all state and federal programs.

Primary Responsibilities:

• Creates and maintains documents, presentations, and spreadsheets using current software. Answers questions and provides assistance and direction regarding policies, procedures, and agency information.
• Organizes and coordinates meetings for outside vendors and division staff.
• Prepares files for view by the public. Gathers materials necessary for meetings, interviews, and presentations. If necessary, contacts outside agencies for reference data to ensure accuracy of agreements, payments or other applicable resolutions.
• Research past purchase orders, contracts, and other items as requested. Contacts vendors and/or program staff for price quotes.
• Performs a variety of routine clerical functions such as compiling/assembling information for dissemination.
• Creates documents and e-mails for internal and external communications from copy, rough draft, marginal notes, or verbal instruction. Proofreads documents to ensure accuracy of content.
• Performs a variety of routine clerical functions. Maintains appointment calendars for office staff. Makes travel arrangements for office staff.
• Complete other applicable duties as assigned.

Position Requirements:

Education and Experience:

Graduation from an accredited college or university with a bachelor’s degree in a relevant field (i.e. Public Administration, Public Budgeting, Accounting, Finance) and experience equivalent to one year of full-time professional staff administrative experience.

Substitution of Experience for

Education:

Qualifying full-time increasingly responsible sub professional, para-professional, or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Proficient in Microsoft Excel and other Microsoft products

Excellent time management skills

Strong Attention to Detail

Background Verification

Minimum Verification Requirements - Please complete the following verifications with Info Cubic upon candidate's selection. Additional verifications may be identified by the agency.

TN Standard Background Check

Baseline background check

Global Monitor Check

US Criminal Record Locator w/ Alias

Federal Criminal History (7 years)

County Criminal History (7 years)

National Sex Offender Registry