Administrative Services Assistant

Administrative Services Assistant

This is a onsite position - only candidates in middle Tennessee and able to commute to Nashville, TN regularly will be considered.

The standard work week is 37.5 hrs./wk.

The LTSS Operations team is requesting a contractor to assist with administrative work related to the ongoing preparation for I/DD integration, continuing ARPA FMAP Spending and the post implementation of the new eligibility system PERLSS. Although recently implemented, PERLSS is within its first year and the Ops team is dealing with issues and upgrades for phases not in initial implementation. Due to this increased work related to all of these initiatives on the current programs, the Ops team needs an experienced administrative services assistant who can handle administrative tasks for these projects, including, but not limited to developing and updating documents, scheduling and attending meetings, documenting takeaways and action items, proofing documents and providing feedback as well as other clerical functions.

This contractor role will allow existing Operations team members to manage PERLSS and other requirements, including future PERLSS phase implementations.

Description of Duties (PROJECT-BASED) % of Total Work Effort

• Developing, updating, and saving documents, worksheets and memos. Proofread documents and provide feedback 40 %
• Attending meetings and taking notes to share information obtained, compile priority list each week and update with deliverables and due dates 30 %
• Scheduling meetings, sending out calendar invites and reminder emails for due dates and deliverables related to operational initiatives 20 %
• Assisting with fielding questions and conducting research as requested 10 %

Action Plan Timeline

• The contractor will be needed for 12 months.
  • Month 1:
    Training on new role, including shadowing and completion of new hire onboarding process.
  • Month 2:
    The contractor will begin working independently, with hands on support and monitoring of supervisor, on Operations related tasks. These include assisting with administrative support, updating documents, and documentingtakeaways and tracking completion of tasks. Weekly check ins to occur with supervisor to monitor productivity and answer questions.
  • Months 3-10:
    The contractor will be fully independent in role and providing support with Operations administrative tasks.
    
    This will also include providing required reports, as needed, to supervisor. In months 9 and 10, supervisor and contractor will begin discussing transition plan for tasks, to include a review of eligibility system implementation related tasks that areclose to completion or have already been completed.
  • Months 11-12:
    The contractor will work with the Operations team leadership on transitioning responsibilities to team members and finalizing outstanding work tasks. The contractor and supervisor will create a transition plan to minimizetransition related gaps.

Minimum qualifications

• Graduation from an accredited college or university with a bachelor’s degree AND experience equivalent to three years of increasingly responsible full-time professional staff administrative experience OR Two years of increasingly responsibleprofessional administrative services experience with the State of Tennessee
• Excellent verbal and written communications skills
• Proven technical skills (e.g. Microsoft Word, Excel, Outlook, PowerPoint, SharePoint, etc.)
• Excellent time management skills and ability to multi-task and prioritize work in order to meet specific time frames and deadlines with minimal supervision
• Keen attention to detail and adherence to deadlines
• Organization
• Self-motivated and able to thrive in a fast-paced and results-driven environment
• Critical thinking and problem-solving skills

Location Requirements

Candidate must be local.

Additional Location Details (City, State):
This is a onsite position - only candidates in middle Tennessee and able to commute to Nashville, TN regularly will be considered.

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