Administrative Services Assistant 2

Tennessee Department of Human Services; Tennessee; On-site; USD 44,000 - 55,000; Full time

Job summary

Tennessee Department of Human Services seeks an Administrative Services Assistant 2 to support the Division of Rehabilitation Services. The role focuses on efficient administrative tasks, record maintenance, and ensuring timely VR payments while coordinating with internal and external partners.

The candidate will assist in maintaining records, processing transactions, and supporting program operations with a strong emphasis on compliance and customer service within state government.

Qualifications

• Bachelor's degree required with one year of professional administrative/analytic experience or substitution allowances.
• Experience may be substituted for education year-for-year up to four years.
• Graduate coursework in public administration, business administration, or equivalent may substitute for experience.

Responsibilities

• Respond to inquiries with clear, timely information and suggest process improvements as needed.
• Explain payment status information and internal policies to stakeholders.
• Monitor operations and ensure accuracy and compliance with fiscal terms and conditions.
• Process transactions with proper documentation and support internal customer relationships.
• Coordinate with local governments and internal invoicing, ensuring timely receipts and reconciliation.
• Maintain automated queries and update procedural documents for internal teams.

Skills

Administrative experience

Public sector familiarity

Analytic skills

Education

Bachelor's degree

Graduate coursework in public/business administration

State government experience

Job description

This vacancy is within the Tennessee Department of Human Services (TDHS), Division of Rehabilitation Services. The Division of Rehabilitation Services (DRS) is responsible for the administration of the Department’s programs and services for individuals with disabilities that promote independence, employment, and disability claim adjudication. This includes the Vocational Rehabilitation (VR) Program, which seeks to provide employment-focused rehabilitation services for individuals with disabilities consistent with their strengths, priorities, and resources.

Under the general supervision of the DRS Fiscal Director, the Administrative Services Assistant 2 is primarily responsible for supporting the Division of Rehabilitation program areas and initiatives by providing administrative services and support in a way that will promote operational efficiency and programmatic effectiveness. The position will be responsible for maintaining internal records, assisting with VR customer payment timeliness, sending reports, and other administrative tasks of moderate complexity in coordination with the division’s goals and strategic priorities. This position will assist their team with optimizing internal and external engagement and collaboration.

Responsibilities:

• Receives, manages, and responds to inquiries effectively by providing clear, timely, and accurate information. May make process improvement recommendations based on inquiries received.
• Fields calls and explains payment status information, internal policies and procedures, and other information as required.
• In coordination with all departmental units and DRS Fiscal Director, monitor program operations, research assessment requests, and assure accuracy and compliance with fiscal terms and conditions.
• Handle and process various transactions, ensuring proper documentation and allocation in accordance with established policy and procedures. Practice person-centered thinking and planning and active listening with internal customers and provide problem-solving support and solutions. Provide aid, resources, and guidance that foster strong relationships with external teams (providers, contractors, vendors and other partners) to ensure effective collaboration and support. Maintain technical knowledge of program requirements and provide an initial review of contracts that may require additional leadership review for compliance with state and federal regulations.
• Manage receivables from local city and county governments by assisting in the coordination of the internal invoicing processes and performing reconciliation reviews to ensure timely and accurate receipt of local government contributions.
• Maintain and schedule automated queries in electronic databases as needed.
• Update procedural process documents to provide the internal team with accessible resources that support the understanding of financial management procedures.

Qualifications:

• Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to one year of full-time professional staff administrative and/or analytic experience.
• Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional, para-professional, 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.
• One year of professional administrative services experience with the State of Tennessee.

OR

Target Range:

The target range for the Administrative Services Assistant 2 position is $44,004 - $54,936. The directly related experience, knowledge, skills and abilities of the selected candidate will determine the actual salary offer.