Administrative Specialist - TSLA

Tennessee Secretary of State; Nashville (TN); On-site; USD 37,000 - 49,000; Full time

Job summary

The Tennessee Department of State, Preservation and Digital Services, seeks an Administrative Specialist to support the director and staff and to sustain ongoing operations. The role involves clerical duties, purchasing paperwork, invoice processing, and monthly financial reporting to help balance the department's budget.

The position requires strong computer skills (Word, Excel, Access, Adobe Acrobat), attention to detail, and the ability to work with minimal supervision while coordinating

Qualifications

• Bachelor's degree from an accredited college or university.
• Three years of office/clerical work with at least one year of bookkeeping/statistical experience.
• Preference given to experience in libraries.
• Proficiency with Word, Excel, Access and Adobe Acrobat.

Responsibilities

• Provides clerical support for the Preservation and Digital Services section.
• Completes paperwork for purchases, bidding, orders and receiving.
• Initiates payment and verification of invoices.
• Generates and reconciles monthly revenue and expense reports and assists with budgeting.
• Verifies staff paperwork is completed and filed on time.
• Assists staff with travel arrangements and maintains inventory.
• Collects data for reports and inputs into spreadsheets.
• Supports reporting to Administrative Leadership and aids with special projects.
• Answers and routes incoming calls and collaborates on assignments.

Skills

Word

Access

Excel

Adobe Acrobat

Data entry

Education

Bachelor's degree

Job description

Administrative Specialist

Tennessee Department of State

Tennessee State Library & Archives

Preservation and Digital Services

Mission:

The mission of the Office of the Secretary of State is to exceed the expectations of ourcustomers, the taxpayers, by operating at the highest levels of accuracy, cost-effectiveness, andaccountability in a customer-centered environment.

Supervisor:

Director of Preservation and Digital Services

The Administrative Specialist for Preservation and Digital Services provides assistance to the director and staff and supports the ongoing work of the Tennessee State Library & Archives. The Administrative Specialist must strive to fulfill the mission of the Office of the Secretary of State.

Duties/Responsibilities:

• Provides clerical support for the Preservation and Digital Services section.
• Completes paperwork for all purchases as required, including bidding, purchase requests, placing orders, and receiving.
• Initiates payment and verification of all invoices.
• Generates and reconciles various monthly revenue and expense reports and works with the director to maintain and ensure a balanced budget.
• Verifies all staff paperwork is completed properly and filed on time.
• Assists staff with making travel arrangements.
• Keeps and maintains inventory of department equipment and supplies for staff and programs.
• Collects statistical data from staff inputs it into appropriate spreadsheets for monthly, quarterly, and annual reports.
• Deposits revenue from patron orders and inputs data into appropriate spreadsheets for monthly and quarterly reports.
• Works with the director to complete annual data collection correctly and promptly.
• Assists director in creation of various documentation for reporting to Administrative Leadership.
• Answers and routes all incoming phone calls to appropriate staff.
• Collaborates with staff on a variety of project assignments and performs other duties as assigned.

Minimum Qualifications:

Education and Experience

• Education equivalent to graduation from an accredited college or university with a bachelor’s degree.
• Experience equivalent to three years of increasingly responsible full-time employment in office/clerical work including at least one year of bookkeeping/statistical experience, with preference given to employment in libraries.

Knowledge and Abilities

• Must possess skills in the operation of a variety of computer software applications including Microsoft Word, Access, Excel, Adobe Acrobat and other business applications.
• Understand and implement standard bookkeeping practices and procedures.
• Possess flexibility in accepting new responsibilities and learning new concepts for information processing and /or office procedures.
• Communicate effectively with diverse groups and individuals with strong interpersonal, verbal and written skills.
• Strong organizational skills, including the ability to establish priorities, follow project timelines and meet project deadlines.
• Possess strong attention to detail.
• Ability to maintain workflow with multiple interruptions.
• Ability to work unsupervised in a conscientious manner.
• Ability to work collegially as part of a team.
• Ability to work in an environment with books and materials that contain dust and other allergens.

Health, Safety, and Collections Security:

• Possess ability to simultaneously utilize telephone and computer system for extended periods.
• Possess ability to sit for long periods.
• Assist the organization to create a safe and healthy work environment by working safely with the equipment provided.
• Follow instructions given for health and safety purposes and immediately reporting any unsafe working practices or hazardous working conditions.
• Take whatever measures are necessary to protect the collections from loss, mutilation or theft.

Salary

$43,000 annually plus State of Tennessee benefits package.