Job Information

LOCATION OF (1) POSITION TO BE FILLED: DEPARTMENT OF HUMAN SERVICES, REHABILITATION SERVICES, FRANKLIN COUNTY

For more information, visit the link below:

https://www.tn.gov/content/dam/tn/human-services/documents/Admin_Services_Assist2_Franklin_040824.pdf

This is a Hybrid position.

Qualifications

Summary

Responsibilities

• Analyzes, interprets, and enforces existing policies and procedures.

• Analyzes proposed and existing legislation/policy/standards/mandates/operating instructions and drafts revision recommendations in order to provide clarity.
• Edits annual and other reports to provide updated information.

• Makes recommendations on human resources actions such as employment, promotion, demotion, transfer, retention, and increases for exceptional performance.

• Schedules executive's travel arrangements, processes approvals, and reconciles costs upon completion of travel.
• Maintains calendar of the executive's scheduled meetings.
• Helps coordinate special events such as executive dinners, banquets, speeches/presentations, and recognitions.
• Schedules executive's appearances.
• Coordinates departmental charity drives, tours of facilities/operations, and similar activities to foster community relations.

• Prepares draft correspondence for executive.
• Maintains a variety of standard records and reports.
• Performs a variety of general staff administrative duties to support program operations.

• Reviews documents in order to ensure accuracy, completeness, and adherence to standards.
• Prepares documents to meet agency's needs.

• As required, attends receptions, luncheons, dinners, and other gatherings in performing personal contact duties on behalf of the executive.
• Maintains working relationships with general public, persons in other state departments and divisions, officials, and entities in the day to day operations of the agency.

• Reviews work of others to determine if requirements are met.

• Assigns, trains, monitors, and evaluates assigned clerical and other staff and their work.

• Consults with executive to determine costs, time, resources, and/or materials needed to complete an initiative.

• Verifies eligibility information to ensure federal and state standards are met.

• Utilizes appropriate computer programs to accomplish administrative activities.

• Provides synopses of given environment to executive as requested.

• Monitors supplies and reconciles invoices to purchase orders.

• Gauges daily, weekly, monthly, etc. workload of executive's and personal duties and plans accordingly.

• Provides external and internal training of procedures/guidelines as needed.

• Monitors orders to verify that correct item is ordered, processed, and received.
• Monitors time in Edison to ensure employees have entered time correctly and supervisors have approved all exceptions.
• Ensures facilities are adequately maintained according to environmental, health, and safety standards.
• Monitors inventory of supplies to ensure adequate materials are available.

• Communicates status of assigned tasks or other relevant information as requested.
• Responds and relates well to executive.

• Acts as a liaison between executives' offices such as Governor's Office, departmental staff, local/state/federal agencies, community organizations and groups, courts, and other entities in gaining and giving information.

• May operate state licensed vehicles.

• Represents executive when designated at board, commission, and other meetings to gain information.
• Attends legislative and/or executive functions and meetings as required to gain information.
• Gathers information on inquires by email, phone, or in person.
• Obtains contact information from state websites to provide direction to the general public as needed.
• Uses internet search engines (i.e. Google) to identify items or products to assist in the creation of requisitions.

• Participates in training to keep current with job requirements.

• Performs general repairs and maintains standard office machinery and equipment as necessary.

Competencies

• Decision Quality
• Organizing
• Sizing Up People
• Action Oriented
• Comfort Around Higher Management
• Written Communications
• Customer Focus
• Ethics and Values
• Integrity and Trust
• Motivating Others

• Clerical
• Communications and Media
• Computers and Electronics
• Customer and Personal Service
• Mathematics
• Basic Knowledge of Law and Government

• Active Learning
• Active Listening
• Learning Strategies
• Mathematics
• Monitoring
• Reading Comprehension
• Speaking
• Writing
• Negotiation
• Judgment and Decision Making
• Time Management

• Mathematical Reasoning
• Oral Comprehension
• Oral Expression
• Time Sharing
• Written Comprehension
• Speech Clarity
• Speech Recognition

Tools & Equipment

• Personal Computer
• Telephone
• Cell Phone
• Fax Machine
• Printer
• Scanner
• Digital Camera
• Copy Machine
• Calculator
• Retail Sales Equipment

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

**Agencies may allow an exception based on other factors.