ADMINISTRATIVE SECRETARY - 09282026- 81302

State of Tennessee; Memphis (TN); Hybrid; USD 39,000 - 48,000; Full time

Job summary

State of Tennessee in Memphis seeks a skilled executive assistant/secretary to support a department within the Disability and Aging agency. Under general supervision, you will perform routine clerical tasks, prepare documents, and assist executives with time management and scheduling in a hybrid work arrangement.

Requirements include graduation from high school and two years of related experience; substitutions may be allowed with additional education.

Qualifications

• 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.
• Substitution options include additional education or coursework in secretarial science per policy.

Responsibilities

• Performs routine clerical functions such as compiling information for dissemination and typing various materials.
• Answers questions to provide assistance and direction regarding policies and agency information.
• Contacts outside agencies for reference data and ensures accuracy of settlements; researches past orders and quotes.
• Audits time sheets and related documents for accuracy and completeness.
• Monitors reports, requisitions, and inventory of office supplies and equipment.
• Communicates by telephone, email, or in person, delivering courteous customer service.

Skills

Time management

Active listening

Speaking

Reading comprehension

Service orientation

Education

High school diploma or equivalent

Tools

Personal Computer

Telephone

Copy Machine

Scanner

Calculator

Job description

State of Tennessee Job Information

Opening Date/Time 9/28/2026 12:00AM Central Time

Job Information

State of Tennessee Job Information

Opening Date/Time 9/28/2026 12:00AM Central Time

Closing Date/Time 10/11/2026 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 Memphis, TN

Department Disability and Aging (DDA)

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

A Motor Vehicle Records (MVR) screening will be conducted prior to employment. Proof of Education is required. (Diploma or official transcript)

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.

This position is designed as Hybrid (In office and Remote).

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

Under general supervision, is responsible for secretarial work of average difficulty; and performs related work as required. This is the highest class in the general secretary sub-series. An employee in this class applies secretarial science techniques to assist an executive in the management of time and in the handling of administrative detail. This class differs from Secretary in that an incumbent of the latter performs work of less scope and complexity and has less responsibility for records and reports. This class differs from those in the Executive Secretary class in that incumbents of the latter have greater responsibility in areas of interpretation and enforcement of secretarial procedures, personal contacts, application of the theory and practice of secretarial science at an advanced level, and performance work of greater scope and complexity.

Responsibilities

• Performs a variety of routine clerical functions such as compiling/assembling information for dissemination. Types a variety of material of narrative, tabular, statistical and other nature including correspondence, memorandum, abstracts, articles, business, case, legal, medical, and other items.
• Answers questions to provide assistance and direction regarding policies, procedures, and agency information.
• Contacts outside agencies for reference data to ensure accuracy of settlements; researches past purchase orders, contracts, and other items as requested; and contacts vendors for price quotes.
• Audits employee time sheets and business relevant documents for accuracy and completeness.
• Monitors reports and databases, employee requisition lists for hiring process, outstanding purchasing and requisition orders, inventory levels of standard office supplies, and office equipment.
• Communicates by telephone, e-mail, or personal contact. Provides polite and effective customer service to all individuals that contact the agency.

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