Admin and Finance/Grants Management

STI; Nashville (TN); Hybrid; USD 39,000 - 44,000; Full time

Job summary

Tennessee Corrections Institute seeks an Administrative Services Assistant to support finance and logistics. The role involves grants administration, invoicing, and vendor management, with a hybrid work arrangement combining four days in the office and one day at home weekly.

The candidate should be detail-oriented, experienced in financial reporting, and capable of multitasking in a dynamic government environment. Some visits to East and West offices are expected.

Qualifications

• Bachelor's degree preferred but not required if candidate has 5+ years of relevant experience.
• Experience in financial management or grants administration.
• Proficiency with financial software and Excel.

Responsibilities

• Assist with grant administration, contracts, invoicing, and reimbursements.
• Maintain records of agency expenses and generate monthly reports.
• Process invoices and audit financial records for accuracy.
• Manage annual county-by-county expenditure reporting.
• Coordinate vendor communications and inventory across multiple offices.
• Provide executive support to the Director of Administration.

Skills

Attention to detail

Multitasking

Verbal and written communication

Education

Bachelor's degree in Finance/Accounting/Business Administration

Tools

Excel

Microsoft Office

Job description

Job Title:Administrative Services Assistant

Start Date:08/19/24

End Date:08/19/25

Location:279D Stewarts Ferry Pike, Nashville, Tennessee, 37214

Rate: $29 per hour W2

Work Location:

This position involves a hybrid of remote and on-site work. Specific work locations include the agency's central office and occasional visits to East and West offices. Hybrid schedule = 4 days in office and 1 day at home each week.

Agency Home Office: Nashville, Tennessee

Description

Title: ASA of Finance & Logistics

Department: Tennessee Corrections Institute Administration and Budget Division

Job Overview: We are seeking a dedicated ASA of Finance & Logistics to support our Director of Administration and Budget Director. This role is crucial for managing TCI's financial operations, including grants, expenses, invoicing, and vendor management. The ideal candidate will be detail-oriented, adept at financial reporting, and capable of multitasking in a dynamic environment.

Responsibilities

• Grant Management: Assist with the administration of TCI's grant program, including reviewing applications, editing, preparing contracts, routing for signatures, and tracking progress in our database. Process reimbursement invoices and annual reports. (No grant writing expected.)
• Financial Tracking and Reporting: Maintain accurate records of agency expenses, conduct audits, and provide monthly summary reports to management.
• Invoice Processing: Support the Budget Director by processing invoices and auditing financial records to ensure accuracy.
• Expenditure Reporting: Manage and maintain an annual county-by-county expenditure report to track and analyze financial data.
• Vendor Management: Assist the Event Coordinator with vendor communications, invoice creation, payment tracking, and deposit making.
• Inventory Coordination: Oversee agency inventory at the central office and coordinate inventory management at East and West offices.
• Executive Assistance: Function as the executive assistant to the Director of Administration, managing administrative tasks and supporting day-to-day operations.

Qualifications

• Bachelor's degree in Finance, Accounting, Business Administration, or a related field preferred, but not necessary if candidate has at least 5 years of experience handling the responsibilities above.
• Proven experience in financial management, grants management, or a similar role.
• Strong proficiency in financial software and Microsoft Office Suite, particularly Excel.
• Excellent organizational, time management, and analytical skills.
• Strong communication skills and the ability to handle multiple tasks simultaneously in a fast-paced environment.
• Experience in public administration or working with government agencies is highly advantageous.