ADMINISTRATIVE SECRETARY - 09222026-81169

Job Information

State of Tennessee Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF CORRECTION, DAVIDSON COUNTY

This position is located in Tennessee Department of Correction, Community Supervision, District 40, Davidson County.

A Motor Vehicle Records (MVR) screening will be conducted prior to employment.

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

Qualifications

Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of increasingly responsible full-time secretarial or office clerical work.

Necessary Special Qualifications: Applicants for this class may be required to:

Overview

The Admin Secretary supports TDOC Community Supervision's district operations through clerical, administrative, and customer-service functions that ensure compliance, efficient workflow, and effective communication. The role manages essential records, coordinates hiring processes, monitors timekeeping, provides guidance on policies, and maintains strong relationships with internal and external stakeholders. The Admin Secretary also serves as the District's Transportation Coordinator. This includes managing the district fleet, assigning vehicles to staff, maintaining vehicle logs, overseeing inspection records, and coordinating with Central Office for vehicle maintenance, audits, and compliance requirements.

Responsibilities

Clerical & Document Management:

• Perform routine clerical tasks such as compiling and assembling information for distribution.
• Type and prepare narrative, tabular, statistical, legal, medical, and business documents, including correspondence, memoranda, abstracts, reports, and meeting minutes.
• Maintain organized and stocked file and supply rooms.
• Compile agendas, take notes during meetings, and distribute minutes.
• Research past purchase orders, contracts, or other reference information as requested; contact vendors for price quotes.

Administrative Compliance & Reporting:

• Monitor district time, attendance, leave, and weekly exceptions reports.
• Audit employee time sheets and business-related documents for accuracy and completeness.
• Track compliance requirements including driver's license validation, background checks, commission cards, qualification cards, and firearms training reports.
• Monitor databases, hiring requisitions, purchasing orders, inventory levels, and office equipment.

Recruitment & Hiring Support:

• Schedule interviews and manage candidate communication.
• Coordinate interview schedules with hiring managers.
• Maintain organized applicant records and respond to candidate inquiries.
• Treat all applicants with dignity, respect, and professionalism.

Customer Service & Communication:

• Answer questions regarding policies, procedures, and TDOC information.
• Respond to inquiries within two business days and ensure resolution.
• Refer customers to correct staff and follow up until concerns are resolved.

• Communicate courteously via phone, email, and in person.

Operational Coordination & Support:

• Maintain district vehicles, track inspections, and schedule maintenance.
• Ensure reception coverage scheduling.
• Report concerns through chain of command.
• Maintain visibility and professionalism.
• Maintain 90% attendance at district meetings.

Competencies (KSA's)

Competencies:

• Clerical
• Customer and Personal Service

Skills:

• Active Learning and Listening
• Speaking
• Reading Comprehension
• Service Orientation
• Time Management

Abilities:

• Written Comprehension
• Speech Recognition

Tools & Equipment

• Personal Computer
• Telephone
• Copy Machine
• Scanner
• Calculator