Administrative Services Assistant

Noblesoft Technologies Inc.; Nashville (TN); On-site; USD 42,000 - 64,000; Full time

Job summary

Noblesoft Technologies Inc. in Nashville, TN seeks an Administrative Services Assistant 3 (ASA 3) to provide professional staff administrative support. The role involves coordinating supplies, travel, meetings, and communications while supporting fiscal and grants activities.

Qualified candidates will have a bachelor's degree and 3 years of relevant experience, with substitution options described in the job posting. Excellent organizational skills are essential.

Qualifications

• Bachelor's degree plus 3 years of administrative experience.
• Experience substituting education or work experience may be substituted on a year-for-year basis.
• Proficient with office software and scheduling tools.

Responsibilities

• Procure, monitor, and receive supplies per state policies.
• Provide administrative support to the Fiscal and Grants Manager.
• Coordinate travel and prepare out-of-state travel.
• Lead scheduling for the office and coordinate meetings with stakeholders.
• Take notes during meetings and maintain organized files.
• Support program implementation across state regions where ORCO is present.
• Coordinate social media releases, website updates, and flyer production.

Skills

Communication skills

Organization

Scheduling

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Job description

Job Description:

Position: Administrative Services Assistant
Location: Nashville, Tennessee

Job Overview

The Administrative Services Assistant 3 (ASA 3) will provide administrative support to the client. 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.