ADMINISTRATIVE SERVICES ASSISTANT 5 – RESOURCE ADVISOR

Department of the Military

Memphis, TN

Closing Date: 02/22/2023

How you make a difference in this role:

The Tennessee Military Department is currently accepting resumes for the position of Administrative Services Assistant 5 – Resource Advisor located in Memphis at the Air National Guard Base. This position is for a highly skilled manager to administer and oversee the fiscal resource planning and execution for facilities operations, sustainment, repair, and modernization for the installation’s Civil Engineer activities. This position coordinates strategic effort to resource plan across both State and Federal fiscal years, coordinates with program managers and sets milestones to complete financial plan in advance of State and Federal milestones, and ensures compliance with State and Federal fiscal laws, policies, and guidance as it relates to resource allocation, tracking and expenditures, tracks, prepares and submits documentation and invoicing necessary to coordinate federal reimbursements for state of Tennessee expenditures associated with the cooperative agreement program.

This position also evaluates expenditures and provides analysis, assessments and reports outlining burn rates, fiscal anomalies, current year trends, prior year trends, and other pertinent information to inform actions. The Administrative Services Assistant 5 also loads funding targets in applicable facility management and financial management systems, and coordinates and ensures funds availability on all purchase and contract request. The Administrative Services Assistant 5 provides exceptional customer support and communication internal and external to the organization, and as required, supervise administrative services functions, fiscal services, and budgetary activities. The Administrative Services Assistant 5 will complete applicable training requirements for duties and system access.

Key Responsibilities:

• Responsible for planning and managing fiscal resources for facilities operations, sustainment, repair, and modernization, fire protection and real property for the Installation. Responsible for tracking fiscal resources associated with Appendix 21, 22, 24, and 31 of the cooperative agreement program.
• Responsible for work of considerable difficulty in planning, organizing, and directing the work of a staff engaged in fiscal management and administrative support for the Installation’s Civil Engineer activities. As required, supervises, mentors, and provides staff development objectives and opportunities to full time staff.
• Develops yearly financial plan and all requested documentation in advance of State and Federal milestones.
• Ensures compliance with State and Federal fiscal laws, policies, guidance and procurement rules as it relates to resource allocation, tracking and expenditures.
• Evaluates expenditures and provides analysis, assessments and reports outlining burn rates, fiscal anomalies, current year trends, prior year trends, and other pertinent information to inform actions.
• Prepares and reviews Standard Form 270s with backup documentation as required to track and coordinate federal reimbursements to the state of Tennessee.
• Develops detailed reporting summarizing cooperative agreement spending, statistics, and other related activities for the Program Managers and Base Civil Engineer.

Minimum Qualifications:

Education and Experience:

Graduation from an accredited college or university with a bachelor’s degree AND experience equivalent to substantial (five or more years of) full-time increasingly responsible 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 Four years of increasingly responsible professional administrative services experience with the State of Tennessee.

Required Experience:

• Familiarity and competency with accounting principles.
• Demonstrated competency with business and management principles involved in strategic planning, resource allocation, procedures for leadership techniques, presentation techniques and delivery methods, production methods, learning management systems, and coordination of people and resources.
• Experience with principles and processes for providing customer services, customer needs assessment, meeting quality standards for services and documentation and evaluation of customer satisfaction.
• Familiarity with resource management, development and reporting protocols for financial plans, and management of budgets for large monetary programs. Ability to manage employees with diverse responsibilities.
• Capacity to develop and present objective analysis to senior leaders.
• Ability to anticipate changing priorities and proactively prepare adjustments to schedules, anticipate needs during absences, and ensure work responsibilities and commitments will be met.
• Demonstrated commitment to integrity and excellence.

Pursuant to the State of Tennessee’s Workplace Discrimination and Harassment policy, the State is firmly committed to the principle of fair and equal employment opportunities for its citizens and strives to protect the rights and opportunities of all people to seek, obtain, and hold employment without being subjected to illegal discrimination and harassment in the workplace. It is the State’s policy to provide an environment free of discrimination and harassment of an individual because of that person’s race, color, national origin, age (40 and over), sex, pregnancy, religion, creed, disability, veteran’s status or any other category protected by state and/or federal civil rights laws.