Administrative Services Assistant

ACL Digital; Nashville (TN); On-site; USD 52,000 - 60,000; Full time

Job summary

ACL Digital is seeking an Administrative Services Assistant to provide high-level administrative support to the Overdose Response Coordination Office (ORCO). The ASA 3 will handle duties such as procurement, documentation, travel coordination, scheduling, note-taking, and office filing, ensuring compliance with state policies and fiscal processes.

A bachelor’s degree plus three years of experience is expected; substitutions are allowed under state rules.

Qualifications

• Bachelor's degree from an accredited college or university and 3 years of professional staff administrative experience.
• Experience may substitute for education on a year-for-year basis up to four years.
• Graduate coursework in public administration or business administration may substitute for the required experience on a year-for-year basis up to two years.
• Two years of increasingly responsible professional administrative services experience with the State of Tennessee.

Responsibilities

• Monitor, purchase, and receive supplies for ORCO following state policies, procedures and documentation requirements.
• Provide administrative support to the Fiscal and Grants Manager with contractual and invoice related documents.
• Coordinate travel for ORCO, including out-of-state travel with accurate accounting codes.
• Lead scheduling efforts for the office, coordinating meetings between stakeholders and arranging assistive technology.
• Take notes during meetings and maintain office files and accessible documentation of work products.
• Support program implementation efforts across state public health regions where ORCO is present.
• Coordinate social media releases, website updates (and maintenance), and flyer production (with input from ORCO team and partners).

Skills

Strong communication

Organization

Attention to detail

Time management

Education

Bachelor's degree

Public administration coursework

Tools

Microsoft Office

Job description

My name is Sunny Kori, and I’m a recruiter with ACL Digital. I came across your profile and was impressed by your background. We currently have an exciting opportunity for a role “Administrative Services Assistant“ that I believe aligns well with your skills and experience.

Job title: Administrative Services Assistant

Description

Job Overview: The Administrative Services Assistant 3 (ASA 3) will provide administrative support to the Overdose Response Coordination Office (ORCO). Under general supervision the position is responsible for professional staff administrative work of considerable difficulty.

Key Responsibilities:

The ASA 3 will have the following responsibilities:

Monitor, purchase, and receive supplies for ORCO following state policies, procedures and documentation requirements.

Provide administrative support to the Fiscal and Grants Manager with contractual and invoice related documents. This will assist with communications with contracted agencies; assist with yearly accrual audit and organize files.

Coordinate travel for ORCO. Assist with preparation of out-of-state travel following travel regulations and accurate accounting codes.

Lead scheduling efforts for the office- scheduling meetings between multiple stakeholders, communicating with stakeholders, arranging for assistive technology for meetings such as conference lines and web-based video services.

Take notes during meetings, maintaining office files and keeping documentation of work products in order and accessible for the office.

Support program implementation efforts across state public health regions where ORCO is present.

Coordinate social media releases, website updates (and maintenance), and flyer production (with input from ORCO team and partners).

Minimum Qualifications:

Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to three years of increasingly responsible full-time professional staff administrative experience.

Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional, paraprofessional, or professional experience may be substituted for the required education, on a year-for-year basis, to a maximum of four years.

Substitution of Education for Experience: Additional graduate coursework in public administration, business administration, or other acceptable field may be substituted for the required experience, on a year-for-year basis, to a maximum of two years.

OR

Two years of increasingly responsible professional administrative services experience with the State of Tennessee.