Summary

Requisition ID

Requisition Name

Administrative Services Assistant

Folder

Jackson ASA

Customer

TN CI

Quantity Requested

Description

Title : Administrative Services Assistant (ASA) with the Tennessee Corrections Institute

TCI is a state agency dedicated to training jail employees. We embrace a culture of innovation and creativity, and we are committed to equipping students with the essential knowledge and skills needed to ensure safety, security, and effectiveness in their roles.

We believe in fostering a diverse and inclusive environment where every team member can contribute to and influence positive change in corrections and beyond.

TCI is opening a new facility in Jackson, Tennessee designed to host training classes for corrections professionals. The ASA supports our Training Officer and is crucial in meeting our trainees' needs.

This full-time position is in-person with partial remote work with the standard schedule being Monday Friday : AM to : PM (start time is flexible).

Responsibilities include, but are not limited to :

• Greet trainees as they enter the building, determine their needs, answer questions, and grant access to training area.
• Answer, screen, and direct inbound calls.
• Assist with making copies, preparing workbooks, and other materials for handout.

Provide coverage for Training Officer when they are out of the office.

• Assist Training Officer in preparing classroom each day by ensuring a neat and orderly environment, ensuring snacks / water are stocked, and reporting maintenance issues.
• Assist with managing agency schedules and updating them using Microsoft Excel.
• Perform data entry into Learning Management System (class attendance, roster creation, etc.).
• Assist with training logistics and planning (example : scheduling classes and meetings, ensuring room availability, assisting with travel arrangements, managing inventory and ordering supplies),

of the time this position will assist with grant management work. This includes : Preparing grant contracts (mail merging templates off Excell worksheet) Reviewing documents for accuracy Reconciling invoices for reimbursement Maintaining notes Saving email documentation

Position has potential to turn into permanent state employee position in future.

Qualifications :

Associates Degree or Bachelor's Degree preferred in any field of study. Candidates with at least seven years of experience providing administrative assistance, secretarial, office management, assistant management, or similar role will be considered.

Grant management experience is helpful, but we will train the right candidate.

Skills :

• Customer Service Skills Ability to greet and assist visitors with a professional demeanor, manage customer inquiries, and provide general support with a focus on excellent service.
• Communication Skills Strong verbal and written communication skills
• Organizational Skills Proficient in managing schedules, planning logistics, and handling multiple tasks simultaneously.
• Technical Skills - Must be proficient with Microsoft Word and Excel

Problem Solving Skills Must be able to identify issues and implement or suggest solutions.

Initiative and Independence Capable of working independently to manage time effectively, prioritize tasks, and take initiative especially when the Training Officer is unavailable.

Job Type : Full Time Job

Expected hours : - hours a week

Estimated Duration

Schedule

Days

Hours / Day

Time Zone

CST Shifts Start Time End Time Description Active Shift : AM : PM Start time flexible Yes

Location

Position LocationHybrid

Address

Executive Drive Nashville, Tennessee

Qualifications

Type Category Qualification Description Competency Skills Others -Key Calculator Novice (- Years) No Skills Others Accounts Payable Proficient (- Years) No Skills Others Accounts Receivable Proficient (- Years) No Skills Others Administative Assistant Advanced (- Years) Yes Software Others Adobe Acrobat Proficient (- Years) Yes Skills Others Basic Bookkeeping Proficient (- Years) No Skills Others Correspondence - Email Advanced (- Years) Yes Skills Others Correspondence - General Advanced (- Years) Yes Skills Others Customer Service Advanced (- Years) No Skills Others Customer Service Skills Advanced (- Years) Yes Skills Others Data Entry Proficient (- Years) Yes Skills Others Emailing Proficient (- Years) No Skills Others Filing Proficient (- Years) No Skills Others Inventory Novice (- Years) No Software Others Microsoft Excel Proficient (- Years) Yes Software Others Microsoft Word Advanced (- Years) Yes Skills Others Printing and Copying Proficient (- Years) Yes Skills Others Proofreading / Editing Novice (- Years) No Skills Others Scheduling Proficient (- Years) No Skills Others Technical Skills Proficient (- Years) No Skills Others Typing Advanced (- Years) Yes Skills Others Verbal Communication Proficient (- Years) Yes

Attachment :

Title : Administrative Services Assistant (ASA) with the Tennessee Corrections Institute

TCI is a state agency dedicated to training jail employees. We embrace a culture of innovation and creativity, and we are committed to equipping students with the essential knowledge and skills needed to ensure safety, security, and effectiveness in their roles.

We believe in fostering a diverse and inclusive environment where every team member can contribute to and influence positive change in corrections and beyond.

TCI is opening a new facility in Jackson, Tennessee designed to host training classes for corrections professionals. The ASA supports our Training Officer is crucial in meeting our trainees' needs.

This full-time position is in-person with partial remote work with the standard schedule being Monday Friday : AM to : PM.

Responsibilities include, but are not limited to :

• Greet trainees as they enter the building, determine their needs, answer questions, and grant access to training area.
• Answer, screen, and direct inbound calls.
• Assist with making copies, preparing workbooks, and other materials for handout.
• Provide coverage for Training Officer when they are out of the office.
• Assist Training Officer in preparing classroom each day by ensuring a neat and orderly environment, ensuring snacks / water are stocked, and reporting maintenance issues.
• Assist with managing agency schedules and updating them using Microsoft Excel.
• Perform data entry into Learning Management System (class attendance, roster creation, etc.)
• Assist with training logistics and planning (example : scheduling classes and meetings, ensuring room availability, assisting with travel arrangements, managing inventory and ordering supplies)

of the time this position will assist with grant management work. This includes : Preparing grant contracts Reviewing documents for accuracy Reconciling invoices Maintaining notes on grants Saving email documentation

Position has potential to turn into permanent state employee position in future.

Qualifications :

Associates Degree or Bachelor's Degree preferred in any field of study. Candidates with at least seven years of experience providing administrative assistance, office management, or similar role will be considered.

Grant management experience is helpful, but we will train the right candidate.

Skills :

• Customer Service Skills Ability to greet and assist visitors with a professional demeanor, manage customer inquiries, and provide general support with a focus on excellent service.
• Communication Skills Strong verbal and written communication skills
• Organizational Skills Proficient in managing schedules, planning logistics, and handling multiple tasks simultaneously.
• Technical Skills - Must be proficient with Microsoft Word and Excel
• Problem Solving Skills Must be able to identify issues and implement or suggest solutions.
• Initiative and Independence Capable of working independently to manage time effectively, prioritize tasks, and take initiative especially when the Training Officer is unavailable.

Job Type :

Full Time Job

Expected hours :

• hours a week

Last updated : 2024-05-23