Administrative Services Officer 3 - Applications and Operations Support

Metropolitan Government of Nashville and Davidson County; Nashville (TN); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Vacation days

Sick days

Paid holidays

Job summary

The Metropolitan Clerk’s Office seeks an Administrative Services Officer 3 to provide comprehensive support for operational functions and core software applications. You will assist with document filing, retention, Council legislation, agendas, minutes, public records requests, boards and commissions, and website updates.

The role focuses on information technology or software systems, acting as the subject matter expert for Granicus Legistar, Granicus Live Manager, GovQA, Civix Ethics, and

Qualifications

• Bachelor’s Degree and two years of professional experience in an administrative or technical field.
• Experience with document filing, retention and records management is preferred.
• Strong knowledge of MS Office and web-based applications.

Responsibilities

• Support document filing, retention policies, and records management procedures.
• Assist with preparing, managing, and updating Council legislation through all stages of the process.
• Prepare and publish Council agendas, support meeting operations, and assist in processing Council minutes.
• Provide administrative and technical support for public records requests and boards/commissions systems.
• Maintain and update the department’s public-facing website content.
• Compile data, generate reports and support process improvement initiatives.
• Serve as SME on core applications including Granicus tools and MS 365 apps.

Skills

Granicus Legistar

Granicus Live Manager

GovQA

Granicus Boards and Commissions

Civix Ethics Administration

Microsoft 365

OneDrive

SharePoint

Excel

IT knowledge

Education

Bachelor’s Degree in IT or related field

Tools

Granicus Legistar

Granicus Live Manager

GovQA

Granicus Boards and Commissions

Civix Ethics

Microsoft 365

Job description

Position Description

The Administrative Services Officer 3 - Applications and Operations Support position provides comprehensive support for all operational functions and software applications used in the Metropolitan Clerk’s Office. Responsibilities include assisting with document filing and retention processes, supporting Council legislative workflows, preparing Council agendas, assisting with Council meeting operations, and processing Council minutes. The position also supports public records requests, board and commission management, website maintenance, data compilation and reporting, and additional administrative duties as assigned.

The role requires a strong background in information technology or software systems, as the incumbent will serve as a subject matter expert on the office’s core applications, including Granicus Legistar, Granicus Live Manager, GovQA, Granicus Boards and Commissions, Civix Ethics Administration software, and Microsoft 365 applications such as OneDrive, SharePoint, and Excel.

The Metropolitan Clerk’s Office is the official record-keeping agency of The Metropolitan Government of Nashville and Davidson County. The recorded legislative history of the city, along with all other official city documents, are managed and preserved in this office for safekeeping, archival, and research purposes. This office is comprised of fewer than ten (10) employees.

Typical Duties

• Support operations and workflows related to document filing, document retention policies, and records management procedures.
• Assist with preparing, managing, and updating Council legislation through all stages of the legislative process.
• Prepare and publish Council agendas, support Council meeting operations, and assist in processing and finalizing Council minutes.
• Provide administrative and technical support for public records requests and ensure compliance with applicable standards and policies.
• Manage tasks related to Metro boards and commissions, including application processing, roster updates, and system maintenance.
• Maintain and update the department’s public-facing website content.
• Compile data, generate reports, and support process improvement initiatives.
• Serve as subject matter expert on departmental applications including Granicus Legistar, Granicus Live Manager, GovQA, Granicus Boards and Commissions, Civix Ethics software, and Microsoft 365 tools (OneDrive, SharePoint, Excel).
• Provide general administrative support and assist staff and leadership with operational and technology needs as assigned.
• Provide customer service assistance as needed on phone or in-person.

Minimum Qualifications

Education and Experience

• Bachelor’s Degree and two (2) years of professional experience in an administrative or technical field.
• Additional experience may be considered in lieu of education.

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

• Bachelor’s degree in an IT, software, or technology related field
• Experience multi-tasking and prioritizing efforts to meet deadlines
• Experience Utilizing Microsoft Word and Excel to keep accurate records of events
• Strong communication skills in diplomacy and accuracy

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.

Benefits

• 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.

Education Questions

What is the highest level of education you have completed?

• No diploma
• High School Diploma or Equivalent
• Associate’s Degree
• Bachelor’s Degree
• Master’s Degree
• Doctoral Degree

List type of degree and major field of study.

Experience Questions

Indicate your experience in an administrative or technical field.

• No Experience
• 1 year or less
• 2 - 3 years
• 4 - 5 years
• 6 or more years

Please describe your experience in an administrative or technical field. If no experience, please type "N/A".

Please describe your experience multi-tasking and prioritizing efforts to meet deadlines. If no experience, please type "N/A".

Please describe your experience Utilizing Microsoft Word and Excel to keep accurate records of events. If no experience, please type "N/A".