Administrative Services Assistant

Software Technology Inc; Nashville (TN); On-site; USD 45,000 - 65,000; Full time

Job summary

Software Technology Inc seeks an Administrative Services Assistant 3 for the Tennessee Department of Health's ORCO in Nashville. This role provides professional-level administrative support to a state health office, handling procurement, contracts, travel, scheduling, and reporting.

The ASA 3 will organize files, assist with audits and invoicing, coordinate communications with contractors, and support program implementation across regions while ensuring documentation is accessible and up-to-date.

Qualifications

• Bachelor's degree and 3 years of increasingly responsible professional staff administrative experience.
• Experience may be substituted for education year-for-year up to four years.
• Education may substitute for experience with graduate coursework up to two years.
• Two years of professional administrative services experience with the State of Tennessee.

Responsibilities

• Monitor, purchase, and receive ORCO supplies per state policies.
• Support Fiscal/Grants Manager with contracts and invoices; assist with audits and filing.
• Coordinate travel for ORCO including out-of-state travel with proper coding.
• Lead office scheduling, coordinate stakeholders, and arrange conference/video tech.
• Take notes in meetings and maintain accessible office files.
• Support program implementation across state public health regions.
• Coordinate social media releases, website updates, and flyer production.

Skills

Verbal Communication

Customer Service

Book-keeping

Correspondence - Email

Printing and Copying

Proofreading/Editing

Travel Arrangements

Education

Bachelor's degree + 3 years admin exp

Tools

Adobe Acrobat Pro

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

Position Located in Nashville

Job Overview

The Administrative Services Assistant 3 (ASA 3) will provide administrative support to the Overdose Response Coordination Office (ORCO) of the Tennessee Department of Health. 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.

Location Requirements

Candidate must be a Tennessee state resident.

All new contractors must be Tennessee residents. Contractors relocating to Tennessee must establish residency prior to their start date.

Additional Location Details (City, State) :

Background Verification

Minimum Verification Requirements

Please complete the following verification with Accurate/InfoCubic upon candidate's selection.

TN Combined Counties & Statewide Search

• Address History Locator
• National Criminal Record Search
• Sex Offender Registry
• Criminal County & Statewide Search - 7 year search, based on residential address history
• Criminal Federal Search - 7 year search, based on residential address history
• Global Watch
• AKAs - Search current name and all additional names

Please review the comments section of this requisition for any additional background check requirements.

Break Out Invoice By

Breakout Invoice By Classification

Administrative Qualification Required Skills Others Administative Assistant Proficient (4-6 Years) Yes Software Others Adobe Acrobat Proficient (4-6 Years) Yes Skills Others Balancing/Reconciling Proficient (4-6 Years) Yes Skills Others Book-keeping Proficient (4-6 Years) Yes Skills Others Correspondence - Email Proficient (4-6 Years) Yes Skills Others Customer Service Proficient (4-6 Years) Yes Skills Others Figures Proficient (4-6 Years) Yes Software Others Microsoft Excel Proficient (4-6 Years) Yes Software Others Microsoft PowerPoint Novice (1-3 Years) Yes Software Others Microsoft Word Proficient (4-6 Years) Yes Skills Others Printing and Copying Proficient (4-6 Years) Yes Skills Others Proofreading/Editing Proficient (4-6 Years) Yes Skills Others Travel Arrangements Proficient (4-6 Years) Yes Skills Others Verbal Communication Proficient (4-6 Years) Yes