Administrative Services Assistant - Hybrid Nasville, TN

Position Located in Nashville

Job Overview: The Administrative Services Assistant 3 (ASA 3) will provide administrative support to the Overdose Response Coordination Office (ORCO) of the Tennessee Department of Health. Under general supervision the position is responsible for professional staff administrative work of considerable difficulty.

Key Responsibilities:

The ASA 3 will have the following responsibilities:

• Monitor, purchase, and receive supplies for ORCO following state policies, procedures and documentation requirements.
• Provide administrative support to the Fiscal and Grants Manager with contractual and invoice related documents. This will assist with communications with contracted agencies; assist with yearly accrual audit and organize files.
• Coordinate travel for ORCO.  Assist with preparation of out-of-state travel following travel regulations and accurate accounting codes.
• Lead scheduling efforts for the office- scheduling meetings between multiple stakeholders, communicating with stakeholders, arranging for assistive technology for meetings such as conference lines and web-based video services.
• Take notes during meetings, maintaining office files and keeping documentation of work products in order and accessible for the office.
• Support program implementation efforts across state public health regions where ORCO is present.
• Coordinate social media releases, website updates (and maintenance), and flyer production (with input from ORCO team and partners).

Minimum Qualifications:

Education and Experience: 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.

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

Substitution of Education for Experience: Additional graduate coursework in public administration, business administration, or other acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years.

OR

Two years of increasingly responsible professional administrative services experience with the State of Tennessee.

Requirements

Qualifications

Type

Category

Qualification

Description

Competency

Required

Skills

Others

Administative Assistant

Proficient (4-6 Years)

Yes

Software

Others

Adobe Acrobat

Proficient (4-6 Years)

Yes

Skills

Others

Balancing/Reconciling

Proficient (4-6 Years)

Yes

Skills

Others

Book-keeping

Proficient (4-6 Years)

Yes

Skills

Others

Correspondence - Email

Proficient (4-6 Years)

Yes

Skills

Others

Customer Service

Proficient (4-6 Years)

Yes

Skills

Others

Figures

Proficient (4-6 Years)

Yes

Software

Others

Microsoft Excel

Proficient (4-6 Years)

Yes

Software

Others

Microsoft PowerPoint

Novice (1-3 Years)

Yes

Software

Others

Microsoft Word

Proficient (4-6 Years)

Yes

Skills

Others

Printing and Copying

Proficient (4-6 Years)

Yes

Skills

Others

Proofreading/Editing

Proficient (4-6 Years)

Yes

Skills

Others

Travel Arrangements

Proficient (4-6 Years)

Yes

Skills

Others

Verbal Communication

Proficient (4-6 Years)

Yes