Fiscal/Grant Admin assistant (Hybrid - Onsite interviews)

Cleo Consulting; Nashville (TN); Hybrid; USD 42,000 - 56,000; Full time

Job summary

State of TN/TN DOH in Nashville seeks an Administrative Services Assistant 3 to support the Overdose Response Coordination Office. The role provides essential admin work, procurement, invoicing, travel coordination, and records management under supervision.

You will schedule meetings, take notes, maintain filings, and support program work across regional public health teams. Hybrid work arrangement offered.

Qualifications

• Education and Experience: Graduation with a bachelor's degree and 3 years of professional staff administrative experience.
• Substitution options include exchange of graduate coursework for experience or substitute education for experience as described.
• Two years of professional administrative services experience with the State of Tennessee.

Responsibilities

• Monitor, purchase, and receive supplies for ORCO following state policies and documentation requirements.
• Provide administrative support to the Fiscal and Grants Manager with contractual and invoice documents; assist communications with contracted agencies; assist with accrual audit and file organization.
• Coordinate travel for ORCO; prepare out-of-state travel following regulations and correct accounting codes.
• Lead scheduling for the office; arrange meetings, communications with stakeholders, and assistive tech for meetings (conference lines, video services).
• Take notes during meetings; maintain office files and accessible documentation of work products.
• Support program implementation across state public health regions where ORCO is present.
• Coordinate social media releases, website updates, and flyer production with input from ORCO team and partners.

Skills

Administrative Assistant

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Verbal Communication

Travel Arrangements

Proofreading/Editing

Printing and Copying

Customer Service

Balancing/Reconciling

Book-keeping

Correspondence - Email

Adobe Acrobat

Education

Bachelor's degree plus 3 years of admin experience

Two years of state TN administrative services experience

Tools

Adobe Acrobat

Job description

Client: State of TN/TN DOH

Job ID: 66344

Job Title: Administrative Services Assistant

Location: 710 James Robertson Parkway 6th Floor Andrew Johnson Tower Nashville, Tennessee 37243

Estimated Duration: 10/15/2026 - 10/15/2027

Hybrid

Description

• Position Located in Nashville
• Job Overview: The Administrative Services Assistant 3 (ASA 3) will provide administrative support to the Overdose Response Coordination Office (ORCO) of the Tennessee Department of Health. Under general supervision the position is responsible for professional staff administrative work of considerable difficulty.

Key Responsibilities:

• The ASA 3 will have the following responsibilities:
• Monitor, purchase, and receive supplies for ORCO following state policies, procedures and documentation requirements.
• Provide administrative support to the Fiscal and Grants Manager with contractual and invoice related documents. This will assist with communications with contracted agencies; assist with yearly accrual audit and organize files.
• Coordinate travel for ORCO. Assist with preparation of out-of-state travel following travel regulations and accurate accounting codes.
• Lead scheduling efforts for the office- scheduling meetings between multiple stakeholders, communicating with stakeholders, arranging for assistive technology for meetings such as conference lines and web-based video services.
• Take notes during meetings, maintaining office files and keeping documentation of work products in order and accessible for the office.
• Support program implementation efforts across state public health regions where ORCO is present.
• Coordinate social media releases, website updates (and maintenance), and flyer production (with input from ORCO team and partners).

Minimum Qualifications:

• Education and Experience: Graduation from an accredited college or university with a bachelor's degree AND experience equivalent to three years of increasingly responsible full-time professional staff administrative experience.
• Substitution of Experience for Education: Qualifying full-time increasingly responsible sub professional, paraprofessional, 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, to a maximum of two years.
• OR
• Two years of increasingly responsible professional administrative services experience with the State of Tennessee.

Schedule

• Days - Monday Yes Tuesday Yes Wednesday Yes Thursday Yes Friday Yes Saturday No Sunday No
• Hours/Day - 7.5
• Time Zone - CST
• Shifts - Shift 1
• Start Time - 8:00 AM
• End Time - 4:30 PM
• Description - Regular Shift
• Active Yes

Skills

• Administrative Assistant
• Proficient (4-6 Years)
• Yes
• Software
• Others
• Adobe Acrobat
• Proficient (4-6 Years)
• Yes
• Skills
• Others
• Balancing/Reconciling
• Proficient (4-6 Years)
• Yes
• Skills
• Others
• Book-keeping
• Proficient (4-6 Years)
• Yes
• Skills
• Others
• Correspondence - Email
• Proficient (4-6 Years)
• Yes
• Skills
• Others
• Customer Service
• Proficient (4-6 Years)
• Yes
• Skills
• Others
• Figures
• Proficient (4-6 Years)
• Yes
• Software
• Others
• Microsoft Excel
• Proficient (4-6 Years)
• Yes
• Software
• Others
• Microsoft PowerPoint
• Novice (1-3 Years)
• Yes
• Software
• Others
• Microsoft Word
• Proficient (4-6 Years)
• Yes
• Skills
• Others
• Printing and Copying
• Proficient (4-6 Years)
• Yes
• Skills
• Others
• Proofreading/Editing
• Proficient (4-6 Years)
• Yes
• Skills
• Others
• Travel Arrangements
• Proficient (4-6 Years)
• Yes
• Skills
• Others
• Verbal Communication
• Proficient (4-6 Years)
• Yes