Administrative Services Officer 3 - Administrative Operations Coordinator

Metropolitan Government of Nashville & Davidson County; Nashville (TN); On-site; USD 55,000 - 75,000; Full time

Job summary

Metro Nashville Government is seeking an Administrative Operations Coordinator to provide senior administrative support across finance, HR, and operations for the Community Review Board. You will handle confidential records, vendor payments, and cross-functional coordination with Metro Finance and HR.

The role requires a Bachelor's Degree with two years of related experience, and proficiency in Microsoft Office 365, Teams, Zoom, and project management tools.

Qualifications

• Bachelor's Degree plus two years of professional experience in an administrative or technical field.
• Experience with department budgets, accounts payable, and managing financial records.
• Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Zoom).
• Experience with accounting or HRIS software.

Responsibilities

• Perform high-level administrative functions across divisions, showing adaptability and proactive problem-solving.
• Serve as the first point of contact for visitors, providing a professional and welcoming reception.
• Produce high-quality reports, briefing materials, and other correspondence.
• Maintain digital and physical administrative records with confidentiality.
• Manage the department's accounts payable and vendor payments.
• Coordinate with Metro Finance and other teams on communications and deliverables.
• Track budgets, prepare financial and statistical reports, and assist with annual department budgeting.
• Support payroll documentation and employee timekeeping.
• Maintain staff training records and onboarding/offboarding processes.

Skills

Administrative support

Attention to detail

Organizational skills

Communication skills

Education

Bachelor's Degree

Tools

Microsoft Office 365

Teams

Zoom

Project management platforms

HRIS software

Accounting software

Job description

TheAdministrative Operations Coordinatorfor 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.

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.

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

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

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.

• 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.