Executive Service

EXECUTIVE ADMINISTRATIVE ASSISTANT 2

Department of Correction

Nashville, TN

Salary Range: $5,508 to $8,783 per month

Closing Date: 02/15/2023

Who we are and what we do:

The department manages and operates or oversees 14 state prisons housing approximately 21,000 offenders. In addition, the department supervises some 79,000 offenders on probation, parole, or community correction and operates eight Day Reporting/Community Resource Centers across the state. The department is fully accredited by the American Correctional Association (ACA).

The mission of the Tennessee Department of Correction (TDOC) is to operate safe and secure prisons and provide effective community supervision in order to enhance public safety.

How you make a difference in this role:

This position reports directly to the Chief of Staff for the Tennessee Department of Correction (TDOC). The Chief of Staff (COS) oversees strategic planning processes across the department, identifying and providing recommendations on improvements agency wide. Additionally, the COS oversees the department's Research and Planning and Legislative Affairs teams as well as Customer Focused Government (CFG). This position provides high-level administrative support to the Office of the Chief of Staff and is responsible for the tracking and coordination of projects across the agency along with other administrative duties. This position is assigned to Central Office and may require occasional statewide travel and work outside regular business hours or on weekends.

Key Responsibilities:

The responsibilities of this position include, but are not limited to:

• Provide support to agency-wide strategic planning processes:
• Create tracking system, monitor progress reports, and develop prioritization of projects in consultation with the Chief of Staff
• Coordinate executive leadership team meetings for concept briefs, in progress reviews, etc.
• Support CFG plan and strategic plan development and reviews
• Provide as needed support to legislative affairs functions:
• Support collaborative development of presentations and materials for legislative committees and requests
• Monitor schedule and delivery of reports due to the Tennessee General Assembly
• Assist in policy reviews
• Create tracking system and maintain schedules for all reports due from COS throughout the year and assist in the drafting of those reports
• Schedule travel and complete expense reports for the Chief of Staff as well as maintain calendar for the COS
• Ordering of supplies for all divisions within COS
• Managing and tracking equipment, mail log, and correspondence; case/task/project tracking and reporting, physical records management and disposition; managing staff schedules and facilitating meetings.

Minimum Qualifications:

• Strong organizational skills, including the ability to prioritize, multi-task and manage workload to meet specific timeframes and deadlines
• Ability to leverage critical thinking to complicated problems to devise creative recommendations for solutions
• Demonstrated ability to multi-task with significant and varied responsibilities in the area of documentation and monitoring of activities and initiatives, research and preparation of reports, communication, and presentation development
• Independently research and analyze difficult and complex issues and provide recommendations
• The ability to learn new skills, anticipating the skills necessary to complete assigned task and taking ownership to learn those skills
• Exceptional writing and communication skills
• Proficiency in Microsoft Office

Required Experience:

• Experience equivalent to four years of increasingly responsible full-time professional administrative experience
• Preferred competencies for this position include proficiency in Microsoft Word, Excel and PowerPoint, experience in supporting multiple individuals, problem solving, self-starter requiring minimal guidance, and customer focus.

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.