Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF COMMERCE & INSURANCE, FIRE PREVENTION DIVISION, DAVIDSON COUNTY

Minimum QualificationsEducation and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to four years of full-time increasingly responsible professional staff administrative work.
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
Three years of increasingly responsible professional administrative services experience with the State of Tennessee.

Other RequirementsNecessary Special Qualifications: Positions within the Department of Human Servicesmay be required to:
1. Complete a criminal history disclosure form in a manner approved by the appointing authority;
2. Agree to release all records involving their criminal history to the appointing authority;
3. Supply a fingerprint sample prescribed by the TBI based criminal history records check;
4. Submit to a review of their status on the Department of Health's vulnerable persons registry.

Positions within the Disability Determinations Section of the Division of Rehabilitation Services within the Department of Human Services will be required to complete a federal background check in accordance with the Homeland Security Presidential Directive 12 (HSPD-12) for issuance of an HSPD-12 compliant Personal Identity Verification (PIV) credential card.

Job OverviewSummary: Under general supervision, performs professional staff administrative work of considerable difficulty and supervisory work of average difficulty in support of line operations; and performs related work as required.
Distinguishing Features: This is the second supervisory class in the Admin Services Assistant sub-series. Incumbents in this class perform administrative duties with a high degree of independence. This work involves considerable participation in developing, implementing and evaluating policies and procedures having significant impact on a department as a whole or a segment of the public. Incumbents in this class often independently review and authorize the expenditure of large sums of money for services, property, supplies, and equipment. This work may include independently preparing a large and/or complex budget and controlling expenditures. Employees in this class also have a high degree of difficult personal contacts with officials, administrators, legal, technical and business professionals and the general public in explaining, interpreting, and enforcing pertinent laws, regulations, policies and procedures and resolving problems and issues encountered in work. This class differs from that of Admin Services Assistant 3 in that incumbents of the latter perform duties with less independence and with less scope and impact in the areas of policy development, fiscal control, and personal contacts. This class differs from that of Admin Services Assistant 5 in that incumbents of the latter independently perform very complex administrative services duties having broad scope and impact and often independently manage fiscal services and budgetary activities of greater size and complexity. This work involves more frequent personal contacts with high level officials in handling difficult negotiations, resolving problems, and making presentations to representative groups on pertinent administrative issues. This class differs from that of more specialized classes performing administrative services related and analytic duties in that incumbents of the latter perform these duties within a specific, limited field and function as analytic specialists rather than generalists.

Work ActivitiesDeveloping Objectives and Strategies:

• Independently develops policies and procedures for implementing new or modifying existing administrative services programs and activities.

• Serves as a liaison between the agency and officials, administrators, legal, technical, and business professionals, and the general public in order to explain, interpret, and enforce pertinent laws, regulations, policies, and procedures.
• Prepares and edits organizational publications for a variety of audiences.

• Handles negotiations to resolve problems or issues.
• Resolves problems according to agency policies and procedures.

• Supervises a program function such as fiscal services, budgeting, grants administration, contract management and administration, procurement, property administration, space planning and management, personnel, stores, records management, mail, printing, public information, and general research with independent control over grants and/or contracts of significant complexity and monetary value.
• Supervises the preparation and maintenance of a variety of pertinent records and reports.

• Makes recommendations on staff employment, retention, promotion, demotion, and other human resources actions.

• Prepares budgets for the agency.
• Conducts grant development, administration, and monitoring to ensure compliance with grant requirements.
• Reviews, analyzes, and controls operating budgets of significant complexity.
• Monitors the agency's purchase orders to ensure accuracy, completeness, and compliance.
• Maintains appropriate records of agency inventory and property.

• Performs human resources administration in one or more of the following areas: employee relations, affirmative action, recruitment, employee development, and training.
• Performs a variety of general staff administrative duties to support program operations.
• May act as the Administrative Services Officer based on the complexity of the administrative services operation and the size of the agency.
• Plans programs to meet agency objectives.

• Makes work assignments to staff in order to achieve agency objectives.

• Utilizes appropriate computer programs to accomplish administrative activities.

• Trains subordinate staff.

• Writes job plans to ensure performance objectives are established.
• Conducts performance evaluations to provide feedback on employee performance.
• Supervises staff.

• Interprets and enforces existing policies and methods.
• Analyzes the organization, economy, efficiency, and quality of agency operations and services to make recommendations for improvements.
• Analyzes pertinent policies and procedures to make recommendations for improvements.

• Reviews records and reports in order to ensure accuracy, completeness, and adherence to standards.
• Prepares records and reports to meet agency needs.
• Maintains agency records based on established guidelines.

• Communicates managerial directives to program operations to ensure their enforcement.
• Studies operations and services to make suggestions to management for improvements.
• Communicates project status or other relevant information to supervisors on a regular basis.

• Conducts research in one or more of the following areas to obtain relevant information: fiscal, economic, non-technical legal, legislative, and publications.

Competencies (KSA'S)Competencies:

• Fairness to Direct Reports
• Decision Quality
• Technical Learning
• Timely Decision Making
• Dealing with Ambiguity
• Customer Focus
• Ethics and Values
• Interpersonal Savvy
• Integrity and Trust
• Perspective
• Planning

Knowledge:

• Administrative and Management
• Computers and Electronics
• Economics and Accounting
• Law and Government
• Mathematics
• Principles and Methods for Education and Training
• Principles and Procedures of Human Resources
• Providing Customer Service
• Sales and Marketing

Skills:

• Active Learning and Listening
• Complex Problem Solving
• Coordination of Administrative Activities
• Critical Thinking
• Equipment Maintenance
• Instructing
• Judgment and Decision Making
• Management of Financial Resources
• Management of Material Resources
• Management of Personnel Resources
• Mathematic
• Monitoring
• Negotiation
• Persuasion
• Reading Comprehension
• Service Orientation
• Social Perceptiveness
• Speaking
• Systems Analysis
• Time Management
• Troubleshooting
• Writing

Abilities:

• Deductive and Inductive Reasoning
• Oral Expression and Comprehension
• Originality
• Perceptual Speed
• Problem Sensitivity
• Selective Attention
• Time Sharing
• Written Expression and Comprehension

Tools and Equipment Used

• Personal Computer
• Telephone
• Microfiche
• Microfilm
• Fax Machine
• Printer
• Scanner
• Copy Machine
• Calculator
• Retail Sales Equipment