Administrative Services Officer 3 - Administrative Operations Coordinator

Metropolitan Government of Nashville and Davidson County; Nashville (TN); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Vacation days

Sick leave

Paid holidays

Job summary

Metropolitan Nashville and Davidson County is seeking an Administrative Operations Coordinator for the Community Review Board (CRB) to provide high-level administrative support to executive staff. The role includes handling finances, HR-related duties, and confidential tasks essential to CRB operations.

Typical duties include advanced administrative functions, front-desk reception, producing reports, and maintaining confidential records.

Qualifications

• Bachelor’s Degree plus two (2) professional experience in an administrative or technical field.
• For this specific position, there will be no substitution.
• Candidates with accreditations earned in a foreign institute are encouraged to apply.

Responsibilities

• Perform advanced, high-level administrative functions across various divisions, demonstrating adaptability and a proactive approach to complex problem-solving.
• Serve as the first point of contact for all visitors, providing a professional and welcoming reception while addressing their needs.
• Ability to produce high-quality reports, briefing materials, and other correspondence.
• Maintain core administrative record systems, including digital record keeping for all operational documents.
• Maintain confidentiality of sensitive financial and personnel records and information, ensuring data is securely maintained.
• Manage the department's accounts payable and NCRB invoice tracking system, processing, routing, and verifying invoice approvals in accordance with internal procedures.
• Coordinate departmental purchases from requisition to delivery and reconciliation.
• Develop, track, and report on the department's budget, including preparing annual budget and monthly/quarterly reports.
• May manage grant funds including contracts and budgets.

Skills

MS Office 365

Teams/Zoom

Project management

HRIS software

Accounts payable

Education

Bachelor’s Degree

Two years professional experience

Tools

Accounting software

Job description

Position Description

The Administrative Operations Coordinator for the Community Review Board (CRB) provides high-level administrative support to the executive staff by managing operational activities, maintaining and processing departmental finances, handling official correspondence, and assisting with internal human resources related duties and related documents as assigned. The incumbent will be highly skilled, organized, and goal driven with strong attention to detail. This position performs high-level, often confidential administrative duties in the areas of finance, human resources, and general office operations, which are essential to the functions of the CRB department. Performs related duties as required.

• All applications are subject to public disclosure. ***

The Community Review Board has the power to review allegations that Metropolitan Nashville Police Department (MNPD) officers have committed misconduct against members of the public, as well as issue policy advisory and resolution reports related to allegations of misconduct by MNPD.

Typical Duties

Administrative Support

• Perform advanced, high-level administrative functions across various divisions, demonstrating adaptability and a proactive approach to complex problem-solving.
• Serve as the first point of contact for all visitors, providing a professional and welcoming reception while addressing their needs.
• Ability to produce high-quality, reports, briefing materials, and other correspondence.
• Maintain core administrative record systems, including digital record keeping for all operational documents.
• Maintain confidentiality of sensitive financial and personnel records and information, ensuring that sensitive data is securely maintained.

Financial And Operational Budget Support

• Manage the department's accounts payable and NCRB invoice tracking system, processing, routing, and verifying invoice approvals in adherence to internal financial procedures, and maintaining an accurate, centralized record of all departmental fiscal transactions and vendor payments.
• Manage communications and deliverables by coordinating with cross-functional teams including Metro Finance.
• Coordinate departmental purchases for goods and services from initial requisition through to final delivery and reconciliation.
• Develop, track, and report on the department's budget, including directing preparation of administrative, financial, statistical, and budget reports; developing, justifying, and presenting the annual department budget; producing monthly and quarterly budget and variance reports; tracking expenses against approved budgets; and performing related financial and statistical analysis for Executive Leadership.
• May manage grant funds including contracts and budgets.

Human Resource Support

• Serves as a departmental timekeeper ensuring accuracy of employee timecards, and submission of payroll documentation.
• Maintain and manage the internal training schedule and oversee the records of all staff training.
• Update departmental policies, procedures, rules and regulations as required to maintain departmental integrity.
• Support employee relations matters and coordinate employee activities and special projects on behalf of the Administrative Services Manager (ASM), including implementing departmental initiatives and regularly communicating the progress and outcomes of various special projects.
• Assist with departmental onboarding and offboarding framework, including paperwork, orientation scheduling, and employee setup in adherence to departmental procedures and Metro Human Resources.
• Maintaining departmental personnel files and auditing regularly to ensure organized and accurate record keeping.

Minimum Qualifications

Bachelor’s Degree plus two (2) professional experience in an administrative or technical field.

• For this specific position, there will be no substitution.*

Candidates with accreditations earned in a foreign institute are encouraged to apply.

Note: Per Metro Ordinance No. SO94-1078. All employees of the Metropolitan Government shall be residents of the State of Tennessee or become residents of the state within six (6) months of employment as a prerequisite to employment with the Metropolitan Government.

Preferred Experience, Knowledge, Skills, And Abilities

• Experience with department budgets, accounts payable, and managing financial records.
• Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook), collaboration tools (Teams, Zoom), and project management platforms
• Experience with accounting or HRIS software.

We are an equal opportunity employer. All individuals, regardless of personal characteristics, are encouraged to apply. Metro Nashville is committed to selecting the most qualified candidate for each of our roles.

Metro Nashville Government respects the religious beliefs and practices of all employees and will make, on request, an accommodation for such observances when a reasonable accommodation is available that does not create an undue hardship on business operations.

Requests for ADA or other protected accommodations for the recruitment process should be directed to Human Resources at 615-862-6640.

Full-time, Civil Service positions - 10 Vacation Days per year (increasing after 5 years of service) 1 Sick Day per month 12 Paid Holidays per year

Public Safety - Sworn and Civilian positions - 20 vacation days per year 3 Personal days per year 1 Sick Day per month 12 paid holidays per year

Part-time, Non Civil Service positions - Visit HR and Benefits webpages for more information.

Full-time, Non Civil Service positions - contact hiring department for benefits information

Seasonal/Temporary positions - no benefits offered.