What are the responsibilities and job description for the Administrative Specialist – TSLA Administration position at Tennessee Secretary of State?
Administrative Specialist
Tennessee Department of State
Tennessee State Library & Archives
Administration
Mission: The mission of the Office of the Secretary of State is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.
Supervisor: State Librarian and Archivist
The Administrative Specialist for Administration provides assistance to the State Librarian and Archivist, and supports the ongoing work of the Tennessee State Library & Archives. The Administrative Specialist must strive to fulfill the mission of the Office of the Secretary of State.
Duties/Responsibilities:
Education and Experience:
Tennessee Department of State
Tennessee State Library & Archives
Administration
Mission: The mission of the Office of the Secretary of State is to exceed the expectations of our customers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, and accountability in a customer-centered environment.
Supervisor: State Librarian and Archivist
The Administrative Specialist for Administration provides assistance to the State Librarian and Archivist, and supports the ongoing work of the Tennessee State Library & Archives. The Administrative Specialist must strive to fulfill the mission of the Office of the Secretary of State.
Duties/Responsibilities:
- Provides clerical support for the State Librarian and Archivist and the Tennessee State Library & Archives Administrative Leadership section as needed.
- Completes paperwork for all purchases as required, including bidding, purchase requests, placing orders, and receiving.
- Initiates payment and verification of all invoices as needed.
- Generates and reconciles various monthly revenue and expense reports and works with the leadership to maintain and ensure a balanced budget.
- Verifies all staff paperwork is completed properly and filed on time.
- Assists staff with making travel arrangements.
- Keeps and maintains inventory of department equipment and supplies for staff and programs.
- Collects statistical data from staff, and inputs it into appropriate spreadsheets for monthly, quarterly, and annual reports.
- Works with the State Librarian & Archivist to complete annual data collection correctly and promptly.
- Assists in creation of various documentation for reporting to Administrative Leadership.
- Answers and routes all incoming phone calls to appropriate staff.
- Collaborates with staff on a variety of project assignments and performs other duties as assigned.
Education and Experience:
- Education equivalent to graduation from an accredited college or university with a bachelor’s degree.
- Experience equivalent to three years of increasingly responsible full-time employment in office/clerical work including at least one year of bookkeeping/statistical experience.
- Must possess skills in the operation of a variety of computer software applications including Microsoft Word, Access, Excel, Adobe Acrobat and other business applications.
- Understand and implement standard bookkeeping practices and procedures.
- Possess flexibility in accepting new responsibilities and learning new concepts for information processing and /or office procedures.
- Communicate effectively with diverse groups and individuals with strong interpersonal, verbal and written skills.
- Strong organizational skills, including the ability to establish priorities, follow project timelines and meet project deadlines.
- Possess strong attention to detail.
- Ability to maintain workflow with multiple interruptions.
- Ability to work unsupervised in a conscientious manner.
- Ability to work collegially as part of a team.
- Ability to work in an environment with books and materials that contain dust and other allergens.
- Possess ability to simultaneously utilize telephone and computer system for extended periods.
- Possess ability to sit for long periods.
- Assist the organization to create a safe and healthy work environment by working safely with the equipment provided.
- Follow instructions given for health and safety purposes and immediately reporting any unsafe working practices or hazardous working conditions.
- Take whatever measures are necessary to protect the collections from loss, mutilation or theft.
Salary : $43,000