ADMINISTRATIVE SECRETARY - 05192026-77770

Work Activities
Job Information

State of Tennessee Job Information


Opening Date/Time:05/19/2026 12:00AM Central TimeClosing Date/Time05/25/2026 11:59PM Central Time
Salary (Monthly):$3,229.00 - $4,041.00
Salary (Annually):$38,748.00 - $48,492.00
Job Type:Full-Time
City, State Location:Nashville, TNDepartmentDisability and Aging (DDA)

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF DISABILITY AND AGING (DDA), DAVIDSON COUNTY

A Motor Vehicle Records 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.

OR

Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year-for-year basis; additional qualifying education at an accredited college, business school or technical institute in secretarial science may be substituted for the required experience on a year-for-year basis to a maximum of two years.

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

• Complete a criminal history disclosure form in a manner approved by the appointing authority.
• Agree to release all records involving their criminal history to the appointing authority.
• Supply a fingerprint sample prescribed by the TBI based criminal history records clerk.
  
  

Overview

The Admin Services Assistant is responsible for the following:

• Serve as the initial point of contact for the Innovation Center, greeting visitors, clients, and families, and providing a professional and welcoming first impression.
• Answer, screen, and direct incoming calls, providing a general overview of DDA services and answering routine inquiries.
• Manage the front desk, ensuring the reception area and common spaces are organized and presentable.
• Receive, sort, and distribute daily mail and deliveries.
• Escalate quality related concerns to appropriate personnel.
• Supports implementation of new systems or tools to enhance person-centered services.
• Ensures timely and professional responses to patient complaints or issues.
• Adheres to all HIPPA, OSHA and other regulatory requirements.
• Manage the complete enrollment and intake process for new clients, ensuring all required documentation is complete, accurate, and collected in a timely manner.
• Perform accurate and timely data entry of all client intake paperwork and demographic information into the Electronic Medical Record (EMR) system.
• Maintain and update all client files, both physical and digital, ensuring compliance with HIPAA and organizational record-keeping policies.
• Prepare client files for clinician and fabricator review prior to appointments.
• Implements billing compliance standards to ensure that necessary eligibility is confirmed and tracking of billing documentation is available for billing team.
• Ensures data entry accuracy and assists in preparing reports for audits, inspections and internal reviews.
  
  

Responsibilities

• Schedule and confirm client appointments for both in-center and mobile (mobile clinic) services, optimizing clinician and fabricator schedules for efficiency.
• Collaborate closely with clinicians and the fabrication team and DME vendors regarding appointments and shop work.
• Perform pre-authorization and initial insurance eligibility checks and assist with the collection and organization of necessary documentation.
• Manage the mobile clinic calendar and coordinate logistics for off-site appointments as needed.
• Monitor and maintain office and clinic supplies, place orders as approved.
• Process paperwork for office expenditures and assist with basic bookkeeping tasks.
• Lead weekly administrative meetings to coordinate schedules, discuss operational needs, and ensure clear communication among office staff, clinicians, and fabricators.
• Provide general administrative support to clinical and fabrication staff as needed.
  
  

Competencies (KSA's)

Competencies

• Manages Ambiguity
• Manages Complexity
• Action Oriented
• Plans and Aligns
• Resourcefulness
  
  

Knowledge

• 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